Development Administrative Assistant I

Job Title:  Development Admin Assistant I
Department:  Office of Development
  

Status: 
Regular/Full-Time Hourly
         
Supervisor:  Development Office Manager

Purpose:  The mission of the Office of
Development is to articulate and promote the vital role private
philanthropy plays in funding the needs of the Foundation. 
The Development Office team is responsible for maximizing the
financial gift support to the Foundation to further the mission and
goals of Crazy Horse Memorial®.  This position reports to the
Development Office Manager, with key responsibilities including the
annual processing of state registrations, assist in processing
charitable gifts when they are given, but particularly during high
volume times, and providing overall support to the development
function of the organization. Completes all assigned projects and
attains desired results in a timely manner with a high level of
confidentiality. Adheres to all Development department and CHMF
established policies and procedures and follows organizational
structure.

Responsibilities and Duties.

1. In keeping with established policies and procedures, is
   responsible for organizing, coordinating, and documenting required
   annual state registrations by their respective due dates, and
   submitting documents to designated senior management staff for
   review and approval.
2. Once state registrations are complete, maintains accurate and
   thorough state registration files.
3. Along with other Development Office staff, takes and responds
   effectively to incoming calls and emails directed to the
   Development Office, always displaying a professional demeanor and
   commitment to customer service best practices in all dealings with
   donors and responding promptly to questions and requests made by
   donors and prospects.
4. Serves as operations lead for making reservations for donor and
   visitor trips to the top of the Mountain Carving per organizational
   policies and procedures.
5. Repurposes existing Progress newsletter content to create
   electronic version and manages distribution to select parties
   opting-in. Serves as back-up for preparing and sending electronic
   communications using designated digital platform.
6. Conducts significant data entry to include processing
   charitable gifts of various types, inputting storyteller leads,
   creating records, entering specific outreach activity and other
   required data entry. Accuracy is of the essence. Must be able to
   accurately and thoroughly enter data in the Memorial’s chosen
   Development database and system.
7. Maintains all onsite Philanthropy Stations doing all necessary
   monitoring, refilling of supplies, entry of revenue collected and
   reporting.
8. Assists in accounting and reconciliation of gifts-in-kind
   including the tracking of inventory or items donated specifically
   for fundraising purposes and liaising with others on their tracking
   and maintenance of items donated such as with accessions to the
   museums.
9. Serves as Development department’s point person for a specified
   step in mail handling process by helping to check in gifts
   pre-deposit and reconciling with information provided by Finance
   department.
10. Conducts research for donor address and phone records, and
    deceased donor records and updates records accordingly.
11. Assists with onsite philanthropic events, manages RSVP process
    & attendance list including uploading information into
    Development database.
12. Imports select mass outreach conducted (ex. event invitations,
    solicitation mailings, etc.) to records in Development
    database.
13. Other duties as assigned.

Qualifications:

1. Associates or Bachelor’s Degree preferred
2. Three years of administrative support or office experience
   required.
3. Experience in philanthropy or non-profits is preferred.
4. Excellent organization and project management skills is
   required.
5. Must be able to represent the organization professionally and
   engage with donors and the public showing customer service is a
   priority.
6. Proficient with Microsoft Office Suite, experience with excel
   and databases strongly preferred.
7. Attention to detail required.
8. Ability to prepare accurate letters, notes, documents, and
   reports is required.
9. An understanding of or previous experience in accounts
   receivable entry is preferred.
10. Weekend and evening work is required.
11. This position is not available for remote work.