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Purpose of Position
Support the vision, mission and values of The Basilica of Saint Mary and The Basilica Landmark by providing data entry and administrative support to assist with tracking gifts and acknowledging donors. Maintain an accurate, complete database to help with the fundraising projects for The Basilica of Saint Mary, Saint Vincent de Paul (SVdP) and The Basilica Landmark. Communicate with constituents, process acknowledgment letters and provide other administrative support to help the Development Department.
This full time, non-exempt position is eligible for benefits including paid vacation, sick leave and holidays; medical, dental, vision, and life insurance; employer-matched 403(b) plan; HSA/FSA; free downtown Minneapolis parking!
Salary commensurate with experience.
Primary Functions and Major Activities
Responsible for timely, accurate gift and database entry and maintenance.
- Daily data entry of all gifts and pledges to The Basilica Fund, SVdP, The Basilica Landmark and other gift payments including cash gifts, stock gifts, 3rd party giving. Recognize when data entry requires further research or communication and complete this work in a timely manner.
- View and generate gift reports as needed.
- Maintain updated information for constituents’ electronic giving information (Basilica Fund, SVdP, Landmark).
- Review and coordinate process for past-due commitments for The Basilica Fund and Capital Campaign.
- Manage timely and accurate updates to constituent data (i.e. address changes, phone number changes, births, deaths, weddings etc.).
- Assist in event entry when needed.
Plan, coordinate and produce development mailings to meet deadlines
- Ensure timely and accurate preparation and mailing of acknowledgement letters on a weekly basis.
- Coordinate special communications when acknowledging all gifts and determine when special acknowledgements are required.
- Run bi-monthly mailing lists for envelope company.
- Prepare year-end donor report and coordinate tax letter mailings to be post marked prior to January 31st of each year in collaboration with others.
- Assist with mailings of invitations, appeals and special events throughout the year.
Produce gift and analytical reports by scheduled deadlines
- Provide month-end gift reports for accounting no later than one week before the Finance Council Meeting.
- Produce analytical reports for all appeals as directed by the Director of Development and Development Research Coordinator.
- Provide timely audit reports for accounting for both the Basilica and the Landmark (Basilica fiscal year June 1 – July 30 / Landmark calendar year).
Provide administrative support to the Development team and organization
- Provide timely response to email, voicemail and phone questions and requests and communicate in a timely, courteous, and confidential manner.
- Participate in one-on-one meetings with Development Research Coordinator, Development team meetings and “All Staff” meetings.
- Serve as Basilica receptionist as needed. Maintain a professional environment. Greet all guests and visitors with patience and compassion. Answer phones and direct calls to appropriate staff.
- Serve as a resource to other staff/organizations as assigned and assist with events as needed.
- Assist with creating and implementing new Development Department initiatives to increase income and/or efficiency.
- Additional responsibilities as assigned by the Development Research Coordinator and Director of Development.
- Be ready to work and on time for all scheduled hours.
MENTAL DEMANDS
- Good interpersonal and listening skills
- Able to follow instructions, work independently on routine and regular responsibilities to accomplish tasks within appropriate deadlines
- Ability to recognize and maintain confidentiality
- Work well with others while maintaining a positive and helpful attitude
PHYSICAL DEMANDS
- Able to lift 25 pounds
- Able to walk up and down stairs
- Work 40 or more hours per week when needed
Employment by the Catholic Church
Employment in and by the Church is substantially different from secular employment.
Church employees/volunteers must conduct themselves in a manner, which is consistent with and supportive of the mission and purpose of the Church. This position does not require that the employee be a Catholic. However, as a parish community rooted in the teachings of the Catholic Church, employees are expected to be knowledgeable of core tenets and respectful of the mission, purpose and teachings of the Catholic faith.
QUALIFICATIONS
Required
Excellent attention to detail
Efficient, accurate data entry and gift coding skills
Database experience - Raiser’s Edge (RE NXT and Luminate) preferred or comparable experience with another CRM
Proficient in Microsoft Word (including mail merges), Excel, Outlook, and internet experience
Strong written communication skills
Strong organizational skills and ability to handle multiple responsibilities at the same time and be able to prioritize workload
Must maintain confidentiality including donor records and department discussions
Occasional evenings and weekends required
Ability to work with a variety of people and work styles
Experience and/or interest in non-profit work
Preferred
BA preferred, but not required
Experience working with volunteers is a plus
APPLICATION INSTRUCTIONS
Please send resume and cover letter to Audra Johnson, Director of HR & Finance, ajohnson@mary.org