Donor Services and Administration Coordinator

Posted by
New York, NY


Published 12 days ago

November 14, 2020

Department:                Finance and Administration

Reports To:                  Director, Finance & Administration

FLSA Classification:      Exempt, Full-Time Position requiring 37.5 hours per week

Supervises:                  None

Position Summary:

The incumbent will carry out two functions: Donor Services and Administration

As Donor Services Manager the incumbent will be responsible for acknowledging all US gifts, coordinating accurate bi-national gift and fund information in the donor management system, and issuing quarterly donor statements. In addition, the Donor Services Manager is the main focal point in the interface with donors or potential donors, answering all queries, promoting BrazilFoundation products and services and ensuring that the BrazilFoundation team is informed of donors’ philanthropic goals.


·      As a Donor Management Platform expert, master Raiser’s Edge and ensure that systems’ functionalities are fully optimized and implemented to enhance donor information management and services (e.g. donor reports, complete US database including all donations’ methods, coordinate with Brazil database management, automate procedures);

·      Maintains data base of donors, recurrent donors and contacts on Raisers Edge;

·      Drafts and mails donor outreach correspondence;

·      Processes gifts for all funds in a variety of asset types including checks, credit cards and securities;

·      Maintains gift notification reports and ensures timely receipt and processing of all gifts;

·      Drafts reports and correspondence related to all BrazilFoundation’s funds;

·      Responds to fund inquiries by donors, including grant and gift histories, report requests and fund balances;

·      Produces, mails and uploads annual donor statements for donor funds;

·      Processes donor advised fund distributions including monitoring compliance in coordination with Brazil team;

·      Monitors Donor Services and BF general email accounts for incoming communications;

·      Assists development team with campaign mailings;

·      Maintains gift records and documents per retention policy guidelines;

·      Assists with the organization and facilitation of Fund Administration, including, but not limited to, reviewing and updating standard donor correspondence templates and forms as well as preparation of internal/management reports;

·      Prepares wire transfers to Brazilian beneficiary organizations to be approved by CEO;

·      Prepares wire transfer documentation and informs Brazilian organizations of wire transfers effected;

·      Maintain and monitor controls and information related to the BF funds’ distributions;

·      Provides telephone message support to current and prospective donors;

·      Prepares correspondence, mailings and written documents as needed;

·      Maintains various department files (physical and electronic);

·      Assists with preparation of materials for the annual audit as needed;

·      Work closely with the Director of Finance and Administration, liaising on donor services financial and accounting processes;

·      Assists the Director of Finance and Administration and the CEO with the design and formalization of the policies, processes and procedures related to Donor Management; and

·      Performs other duties as assigned.

Within the Administration scope, the consultant will support the foundation’s US operations by coordinating office related procedures and maintaining and monitoring personnel/employee benefit systems in order to ensure organizational effectiveness, efficiency and safety. Responsibilities include reviewing and implementing standard operational procedures, performing administrative tasks and assisting with the day-to-day routines of the organization.


  • Monitors all incoming invoices and prepares payments;
  • Act as a control point to ensure that every payment is:
  • based on a contract and invoice signed
  • approved by the required level of authority (as per the BrazilFoundation’s Manual of Authority)
  • aligned with pre-established approved budgets and standard procurement guidelines;
  • Maintain and monitor personnel/employee benefit system;
  • Maintain and monitor BF Funds’ Statements and campaigns financial results at the US and global levels;
  • Review and evaluate insurance coverage of all kinds and ensure adequate coverage;
  • Interact with accounting, providing information and support as assigned and acting as a back-up for accounting procedures;
  • Maintain the tax exempt status of the Foundation, in coordination with accounting and the Director of Finance and Administration;
  • Consolidate BrazilFoundation Global Financial Results, in coordination with the finance team in Brazil and month-end closing in the US;

·      Assist the Director of Finance and Administration with ad-hoc financial analysis, as assigned;

  • Review and implement financial controls and administrative procedures in the US;
  • Respond to surveys and questionnaires concerning the operation of the Foundation;
  • Maintain a clean and comfortable office atmosphere and serves as the point person for office and equipment maintenance, mailing, supplies;
  • Assists the events team with execution of special finance and donor services--related activities including billing, event logistics, auction paperwork, acknowledgement letters, RSVPs and guest lists, check-in and registration and volunteer coordination.

Skills Required

  • Proven customer relations, administrative, accounting and office management experience
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Strong organizational and planning skills
  • Excellent written and verbal communication skills in English and Portuguese
  • Discretion and ability to maintain sensitive and confidential information
  • Strong computer skills, knowledge of Microsoft Windows, Word, Excel, Powerpoint.
  • Knowledge of QuickBooks and Blackbaud Raiser’s Edge an asset
  • Ability to learn quickly and monitor foundation activities in a field of complex legislation and regulations
  • Tactful with the public, media, volunteers and staff
  • Passion for community service and the ability to work as part of a professional team
  • Experience with non-profit and/or with a community foundation is preferred

Minimum Qualifications

  • Must have permission to legally work in the US
  • Bachelor’s degree
  • A minimum of three years related work experience, including administration or accounting experience
  • Strong database experience
  • Customer service experience
  • Proficient computer skills utilizing Microsoft Office products, including Outlook, Word and Excel

Organizational Expectations

Each employee of BrazilFoundation is an essential part of the whole. We are in the business of helping Brazilian communities and how we interact with each other and build our internal community matters greatly. Each role also supports our overall mission to strengthen the BrazilFoundation community by attracting charitable donations and endowments both large and small, maximizing benefits to donors, making effective grants and providing leadership in the Brazilian philanthropic community.

Expected Core Competencies

  • Promoting ethics and integrity, creating organizational precedents
  • Building support and political acumen
  • Promoting an environment of creativity, innovation and open communication
  • Contributing to an emotionally intelligent organization
  • Addressing conflict in the interests of the foundation and setting standards
  • Sharing knowledge across the organization and building a culture of knowledge sharing and learning

Working Conditions & Physical Demands:

  • Exempt, Full-Time Position requiring 37.5 hours per week
  • Ability to sit for long periods of time
  • Ability to use a computer keyboard for extended periods of time
  • Ability to lift and carry up to 25 pounds occasionally

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.

This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.

Department:                Finance and Administration

Reports To:                  Director, Finance & Administration

FLSA Classification:      Exempt, Full-Time Position requiring 37.5 hours per week

Supervises:                  None

Position Summary:

The incumbent will carry out two…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • 4-Year Degree Required

Level of Language Proficiency

Portuguese - Fluent

Portuguese - Fluent


New York, NY

How to Apply

To apply, send C.V. and cover letter in English to:

To apply, send C.V. and cover letter in English to:

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