Development, Program, and Administrative Associate

MISSION

Solar Cookers International (SCI) improves human health, economic well-being, women’s empowerment, and the environment by promoting climate-friendly solar cooking for vulnerable populations worldwide. SCI leads through advocacy, research, and strengthening the capacity of the global solar cooking movement.

THE POSITION

Solar Cookers International is seeking a detail-oriented and proactive Development, Program and Administrative Associate to manage donation administration, oversee our CRM (Customer Relationship Management) system, and support general office operations. This role is essential in ensuring smooth donation processing, maintaining donor relations, and providing fundraising support. As the first point of contact, the associate will manage phone and email communications, direct inquiries, and engage stakeholders. The ideal candidate will have strong organizational and communication skills, a knack for troubleshooting, and the ability to handle multiple responsibilities efficiently.

ESSENTIAL RESPONSIBILITIES – the duties described below are provided as examples and are not to be considered exclusive or all-inclusive:

Fundraising and Development Support

• Ensure positive donor experience by efficiently processing contributions, answering questions, engaging constituents, and elevating inquires to the Development Director
• Support Development Director’s engagement with mid-level donors
• Contact lapsed donors to re-engage them and encourage renewed support.

Donation Administration and Data Management

• Oversee the organization’s Customer Relationship Management (CRM) system, ensuring data integrity and efficient operation. input income (donations, membership fees, store orders, etc.) and complete other related CRM tasks.
• Regularly process and mail thank you letters to donors.
• Play a central role in SCI’s upcoming project transitioning from SALSA, our current CRM to a new CRM.
• Work with and troubleshoot third-party donation platforms to ensure seamless donation processing
• Deposit checks using remote deposit process.
• Use queries to generate reports and analytics on donations, constituents, and other key components.
• Support mailing list creation.
• Work with bookkeeper to reconcile differences between CRM and QuickBooks.

Communication and Outreach

• Serve as primary, front-line contact for the organization; handle inquiries from the public via phone (routed through Zoom phone), email, and in-person visitors, answer questions and provide information regarding activities and goals and/or direct them to the appropriate staff member(s) as needed.
• Manage the Zoom phone and messaging system.
• Assist team members, particularly following events, by collecting contact details, entering notes into the CRM, and maintaining records of new contacts and potential partnerships.
• Oversee scheduling, recruitment, training, and stewardship of volunteers.
• Coordinate, procure, and distribute volunteer appreciation gifts.

Office Management and General Administration

• Manage a small office and storage space ensuring space is organized and stocked with necessary office supplies.
• Maintain office equipment, including computers and printers, troubleshoot and coordinate with IT support when necessary.
• Manage incoming mail by screening correspondence, route and deliver materials to staff, and initiate responses as appropriate.
• Resolve issues with vendors and agencies as needed.
• Process, store, staff, and/or donor-related shipments as needed.
• Oversee SCI online store. Receive, process, and mail orders, specifically CooKit solar cookers and accessories.
• Maintain files, handle historical records, and support digitization
• Support other administrative tasks including the renewal of charity registrations, sending signature requests, and updating standard operating procedures.
• Other duties as assigned/opportunities as they arise.

ESSENTIAL KNOWLEDGE REQUIRED

• Clerical procedures, including manual and automated filing systems, information storage, retrieval, and record-keeping principles.
• Exceptional fluency in spoken and written English, with expertise in business correspondence and effective communication techniques.
• Customer service with the ability to handle inquiries professionally and maintain positive interactions with diverse constituents and stakeholders.
• Constituent record management databases, particularly for donor management.
• General office administration and standard operating procedures.
• An understanding of fundraising and donation processes, or a genuine interest in development, is highly desirable.

ESSENTIAL ABILITIES REQUIRED

Organizational Skills

• Prioritize, plan, schedule, and coordinate work processes necessary to carry out responsibilities.
• Manage multiple projects concurrently while meeting deadlines.
• Demonstrate understanding of priorities and manage time accordingly
• Work independently in the absence of supervision.

Communication Skills

• Communicate clearly and concisely, both orally and in writing; prepare and deliver effective oral presentations; interpret and package data clearly and persuasively.
• Provide timely updates on work progress and coordinate effectively with team members working remotely in different locations.

Customer Service Skills

• Respond promptly to requests and inquiries from external stakeholders and members of the public.
• Represent the organization in a positive, friendly, knowledgeable, and professional manner. Demonstrate a sensitivity to diverse environments and cultural differences.

Administrative Skills

• Maintain confidential data and information.
• Utilize personal computers and computer software to perform word processing, spreadsheet, database, website development, email marketing, and other specialized functions.
• Compile, prepare, and maintain accurate records, files, and reports. Work to a high degree of accuracy and attention to detail.
• Perform routine mathematical calculations.
• An understanding of basic IT skills including platform administration and 1st-level troubleshooting is desirable.

QUALIFICATIONS

Any combination of experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Required: 1+ year(s) of experience in a detail-oriented role such as customer service, data entry, development, or administration.

Preferred: An associate degree, with coursework in business administration, marketing, environmental studies, communications, international development, international relations, and/or a related field.

Some experience with databases, document storage, and data entry, ideally including a CRM database.

WORK SITUATION

SCI offers room for growth, professional development, and a supportive and competent team in addition to a flexible and dynamic work environment. Some of the responsibilities of this position can be done remotely. Some need to be done in the office on-site, in a very time-specific manner (such as checking the mail and printing and mailing thank-you notes). During times of high mail volume (November through mid-January) this person would generally be expected to be in the office. Other times of the year, this position would generally be required to be in the office three afternoons a week (typically Mon, Wed, Fri). This position would also be expected to be in the office as other needs arise (such as meeting a volunteer). For other times, work can be done remotely (although this person is welcome to work full-time in the office year-round if that is their preference).