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Coordinator-Development Services

Company: Powell Gardens, Inc
Date Posted: January 2, 2018

1.      Position Summary
The Coordinator, Development Services is a key member of the Development Department. He or she helps the organization meet development goals by assisting with strategic use of data, conducting and compiling prospect research and processing gifts. The Coordinator, Development Services, reports to the Director of Development.

2.      Essential Functions

A.     Database Management
Maintains biographical, membership and giving data in Altru, the organization’s constituent relationship management software.
Produces prospect and mailing lists to assist development and marketing managers in targeting specific audiences.

  • Coordinates and tracks membership renewals.
  • Tracks and reports on gifts according to parameters such as date, source and program area.
  • Serves as lead staff trainer on Altru functions.
  • Stays abreast of software updates and keeps staff informed of what they need to know.

B.     Gift Processing

  • Receives, records, reports and receipts for donations.
  • Processes monthly credit card payments, tracks EFT withdrawals and completes online merchant services report.
  • Supervises membership processing.

C.     Prospect Research

  • Researches background information about prospects and donors and compiles as briefing materials for CEO & development director.
  • Searches for media articles, social media information and other data useful in development activities and updates prospect records to include this data.
  • Seeks out professional development in prospect research and participates in opportunities as time and budget allow.

D.    Donor Relations and Administrative Assistance

  • Relieve other development staff when necessary with duties such as event coordination and donor stewardship.
  • Assist with creation of print and digital marketing collateral.
  • Provide support related to donor relations for director of development.
  • Staff festivals, events and programs in a manner related to development.
  • Assist board members and donors in making gifts and getting answers to questions.
  • Other duties as assigned.

3. Sphere of Responsibility

This position does not directly supervise staff. However, he/she must supervise many individuals in the course of executing his/her duties. This includes:

  • Staff users of Altru.
  • Vendors such as Altru representatives, printers and mail houses.

4. Internal and External Contacts


Internal:  Powell Gardens employees and volunteers


External:  Vendors, Donors, Prospects, Community


5. Consequence of Error

The Coordinator, Development Services, is responsible for accurately managing the database, processing gifts, conducting prospect research and assisting with other development activities.   Timely response and effective communication both internally and externally are keys to success in this position.  Fundraising is a critical revenue source to support the Gardens.  Failure to successfully execute the duties of this position can result in lost revenue and damaged relationships causing financial hardship to the organization.

6.  Experience/Education



Bachelor’s Degree in business, marketing or related field required.


1 to 3 years of experience using a constituent relationship management system.

1 to 3 years of experience working in an office setting, preferably a nonprofit.

At least 1 year of working with accounts receivable or cash management.



Proven success in compiling data to achieve strategic goals.

Experience with business development research.

Experience creating briefing materials for executives.

Experience with computer systems, including Web-based applications and Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.


Speak, listen and write in a clear, thorough and timely manner

Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.

Ability to comprehend and communicate complex verbal information.

Diplomatic and professional

Transparent and factual

Core Competencies

Action-Oriented and Nimble Learning

Readily takes action on challenges, without unnecessary planning; identifies and seizes new opportunities; displays a can-do attitude in good and bad times; steps up to handle tough issues; learns quickly when facing new situations; experiments to find new solutions; takes on the challenge of unfamiliar tasks; extracts lessons learned from failures and mistakes

Balances Stakeholders

Understand internal and external stakeholder requirements, expectations and needs; balances the interests of multiple stakeholders; considers cultural and ethical factors in decision-making process; acts fairly despite conflicting demands of stakeholders

Drives Results

Has a strong bottom-line orientation – sets aggressive goals and high standards; persists in accomplishing objectives despite obstacles and setbacks; has a track record of exceeding goals successfully; pushes self and helps others achieve results; pursues everything with energy, drive, and the need to finish

Managing Change & Improvement

Measures effectiveness in initiating changes; adapts to necessary changes from old methods when they are no longer practical; identifies new methods and generates improvement in the organization’s performance

Manages Complexity

Asks the right questions to accurately analyze situations; uncovers root causes to difficult problems; evaluates pros and cons, risks and benefits of different solution options; readily distinguishes between what’s relevant and what’s unimportant to make sense of complex situations; analyzes multiple and diverse sources of information to define problems accurately before moving to solutions

Optimizes Work Processes

Designs processes and procedures that allow managing from a distance; seeks ways to improve processes, from small tweaks to complete reengineering; separates and combines tasks into efficient and simple workflow; thinks about the whole system, focuses efforts on continuous improvement; identifies and seizes opportunities for synergy and integration

Plans and Aligns

Contributes to key results through execution of job duties; makes sound and timely decisions related to job duties; consults others when appropriate; suggests ways to do the job better

Situational Adaptability and Decision Quality

Picks up on situational cues and adjusts in the moment; readily adapts personal, interpersonal, and leadership behavior; understands that different situations may call for different approaches; can act differently depending on the circumstances: Makes sound decisions, even in the absence of complete information; relies on a mixture of analysis, wisdom, experience, and judgment when making decisions; considers all relevant factors and uses appropriate decision-making criteria and principles; recognizes when a quick 80% solution will suffice

Tech Savvy

Anticipates the impact of emerging technologies and makes adjustments; readily learns and adopts new technologies; continually scans the environment for technology breakthroughs; experiments with a wide range of existing technologies while applying new and emerging options that can enhance organizational outcomes; encourages others to learn and adopt new technologies

7. Work Environment/Physical Requirements


Primarily Monday through Friday, 8 am to 5 pm, but employee must be willing to work longer hours as projects and deadlines require.  Must be available to work as required at events or programs. Able to remain in a stationary position up to 50% of the time; move about inside the office to perform normal duties; stand for long periods; and move throughout a multi-facility work location.


To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description is not intended as a contract and is subject to change and revision

Disclaimer Statement:


Every effort has been made to make your job description as complete as possible.  However, this position description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other duties requested by their department supervisor.


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