Job Specification

Purpose of Position :

To play an administrative role in the stewardship, reporting and solicitation of philanthropic and sponsorship support for the OSC using fundraising techniques, knowledge and systems. To serve as database coordinator for the OSC's fundraising management system. To provide coordinated office administrative support for the Development department.

Duties / Responsibilities :

Under the direction of the Director, Development & Partnerships, the Development Coordinator is responsible for the Development Department's database maintenance, administration, data integrity and report development related to all of the department's revenue generation, stewardship and communication activities.

1. Serves as the OSC fundraising database coordinator by:
•Introducing and demonstrating programs, upgrades, applications to staff within the Development department and as needed with other branches/departments.
•Providing ongoing frontline database support to Development staff with respect to the effective use of the software.
•Maintaining data integrity, monitoring and documenting standard operating procedures for all database processes; advising department staff on maintenance of database integrity and referring concerns to the Director.
•Contributing to analysis of effectiveness and structure of database e.g. producing reports for use by department.
Identifying potential procedures and problems related to the database and recommending actions: providing technical help/troubleshooting as necessary; referring serious technical problems to Data Administrator or software support service.
• Extracting detailed reports and queries and retrieving data from the system.
• Maintaining lists and updating operations data as required.
• Developing detailed records and files for sponsors, donors and other funders and maintaining correspondence histories.
• Coordinating selected data transfer to and from the ticketing and admission system with Membership department.

2. Performs a variety of stewardship , research, clerical, word processing and telephone duties for the department , such as:
•Producing regular and ad hoc reports, providing analysis and conclusions where appropriate.
•Reconciling revenue from various OSC sources to ensure accurate accounting.
•Preparing invoices for sponsors and donors.
•Ensuring integrity of data through the development (and ongoing review) of processes that can increase the department's efficiency.
•Using computerized (fund development or other) software to track benefits, payments, invoices, tax receipts for sponsors and donors, producing regular updates for supervisor and project staff, ensuring coordination with Finance.
•Drafting correspondence for editing by the VP, External Relations, Director and Development staff.
•Receiving telephone calls, e-mails, and visitors (e.g. corporate donors, sponsors , foundations) employing tact and initiative in responding to inquiries based on own experience and knowledge of department's function , referring to other sources of information as required (e.g. OSC activities); responds accurately and effectively to donors'/funders' inquiries and requests.
•Updating database with changes in donors'/funders' profiles, contact reports, and contact history.
•Identifying , sorting and distributing relevant press clippings and web-based research to appropriate OSC staff as directed.
•Coordinating production/distribution of department communications/stewardship materials to
funders/sponsors.
•Assembling promotional materials e.g. booklets, brochures, collating proposals e.g. recommending presentation format, layout, print fonts and graphics, assisting in editing materials, printing and distribution of invitations, handling RSVPs welcoming and providing directions to sponsors attending special events and meetings.
•Coordinating meetings, arranging catering, audiovisual and logistics.
•Liaising with Visitor Admissions staff for Executive VIP pass information
•Redirecting calls from the public and/or companies wishing to donate goods (products) to the OSC; receiving and forwarding donations to appropriate in-house staff (i.e. cheques, equipment); recording data on donors (e.g. name, amount donated, when thanked); coordination cultivation (e.g. VIP passes, tax receipts etc.) and follow up of OSC donors, assisting in preparation for regular corporate donor reports, calculating totals and preparing lists.
•Assisting in dealing with requests for free passes, in conjunction with Marketing and Strategic Communications department, keeping within policy guidelines; assisting in tracking passes and other giveaways;
•Assisting with events for sponsors , donors and members
•Recording and producing of minutes of meetings where required
•Gathering materials from other departments for Development purposes
•Being an active member of the Development team, working under the overall guidance of the Director, but working closely with all members of the Development Team, to help ensure that existing partners are appropriately handled by the OSC and that their reasonable expectations of the relationship are
exceeded.
•Booking Development department events through the OSC's booking system.

3. Coordinates department's purchasing, budget tracking/report generations , archives and records retention by:
•Consolidating purchasing process, preparing and/or forwarding requisitions, purchase orders and receiving reports; following up with purchasing staff as necessary.
•Developing and streamlining office procedures e.g. organizing files and information to facilitate retrieval, mail distribution, compiling mailing lists, making recommendations for improvements.
•Devising layout and associated methods for section budget tracking and reporting, complimentary to OSC Finance department reports.
•Carrying out special projects as requested by department management.

4. Coordinates office services for the department
•Devising office procedures, expediting travel, seminar and other arrangements for staff, processing associated expense accounts.
•Staff attendance reporting.
•Coordinating bulk mailing.
•Assisting in the creation of donor signage.
•Other duties as assigned.

Staffing and Licensing :

N/A

Knowledge :

Knowledge of capabilities, specialized components, and requirements of fundraising databases with ability to learn new systems in order to coordinate integration of data into the system, familiarize and provide front-line support for users, develop user guides, identify potential problems (data and system), troubleshoot, ensure system's data integrity, and extract detailed custom reports using system's queries capabilities to meet stated objectives.

Knowledge of not-for-profit development fundraising principles and practices, processes and procedures to provide meaningful analysis, explanations, recommendations or conclusions on research assignments and on data drawn from the system.

Knowledge of OSC fundraising objectives and department strategies to determine administrative priorities and workflow, to devise administrative and support procedures/systems, to recommend modifications to the department's database, to assess data integrity from the database, to inform own approach and method for handling sponsors and donor stewardship and inquiries, for drafting and production of promotional materials and reports, to devise complementary administrative and support procedures.

Knowledge of business systems including but not limited to, ticketing systems and membership databases (to coordinate with Fundraising database) , HR information systems (HRIS) (to enter department staff attendance and print monthly reports), booking systems (to book space/resources for events).

Knowledge of administrative procedures, related methods and forms required to perform a variety of administrative tasks for the department e.g. purchasing, file retention, etc.

Knowledge of related software, e.g.MS Word, Excel, PowerPoint to produce polished presentations, schedules, direct mail letters, reports, spreadsheets, minutes, etc.

Knowledge of on-line research and e-mail capabilities.

Skills :

Job requires oral and written skills to introduce and demonstrate procedures, computer programs, updates and applications to staff, and provide detailed advice/guidance and develop procedures for database users as the OSC fundraising application expert and data administrator.

Skills to develop, implement and administer departmental information processing e.g. facilitate retrieval and to recommend software application, layout, format, etc.to achieve desired results.

Skills required to research along with reasoning and statistical analysis skills to identify, select and present information in a format that will meet objectives of informing OSC's development fundraising strategies.

Skills required to explain administrative procedures to corporate donors, sponsors, foundations and to respond to their requests or inquiries.

Skill in assembling promotional materials and producing letters, reports, basic direct mail pieces, etc. using correct grammar, spelling, punctuation and terminology consistent with Development Department's activities.

Skill in detecting errors and making corrections in data entry; in planning/prioritizing own work to meet deadlines; in providing office administrative services in a coordinated, efficient fashion.

Organization, priority­ setting and multi-tasking skills to track/coordinate database use and departmental administration and efficiently move forward/implement a number of projects at the same time.

Skill required coordinating information processing and the OSC's fundraising database.

Skill required to operate word processing software (Microsoft Office Suite) with keyboarding proficiency.

Skill also needed to operate office equipment including printers, copiers, facsimile machines, binding, CD-DVD burner, including basic maintenance/repair.

Freedom of Action :

Under the direction of the Director, Development & Partnerships, with technical support available from the software support service and guidance from the Head, Events & Donor Communications and the Head, Individual Gifts & Stewardship, make recommendations within the framework of known development/fundraising business objectives, administrative needs and established protocols, policies and procedures.

Accountability
The job is accountable for the integration of data into the fundraising system, familiarizing and providing front-line support for users, developing user guides, identifying potential problems (data and system), troubleshooting, ensuring system's data integrity, extracting detailed custom reports using system's queries capabilities to meet stated objectives in relation to all of the department's revenue generation activities. This involves coordination with department staff and others (e.g. Executive Office, Visitor Services. Membership, etc.) to meet objectives and timelines.

Judgement
Freedom exists to offer analysis, advice and recommendations to resolve user and fundraising system problems including adapting information processing protocols and user guides; design and extract detailed reports, coordinate the adoption and integration of fundraising software; adapting methods to ensure data integrity upon which department business decisions are made. Freedom exists to develop/streamline departmental administrative and information processing protocols to achieve desired results e.g. method of tracking department's budget in addition to reports available from the Finance system. Serious technical problems with the fundraising system are referred. Errors could be traced and corrected but could have a negative impact on information processing and data integrity.