Administration & Donor Database Coordinator

Birthday Wishes is a mission-driven organization, focused on improving the lives of homeless children and their caregivers by providing the joy of a birthday celebration. We serve thousands of children a year throughout New England, New York and LA.

We are seeking a dynamic and flexible individual to join our team-oriented staff in our Sudbury, MA headquarters. Under the supervision of the Director of Communications & Development Operations, the Administration and Database Coordinator position involves a blending of daily operational work, administrative duties, fundraising and communications support, and database management. An essential part of this position is being able to work self-directed in a fast-paced small office setting.

Responsibilities

Database Management

• Oversee the integrity of our donor database ensuring accurate input of information and report generation
• Enter new records and update existing records in both the donor database and program database – records include in-kind and monetary donations, fundraising events, volunteer, and employee data
• Process and acknowledge all monetary and in-kind donation communications and tribute cards
• Run reports- weekly, monthly, fundraising event recaps, and ad hoc reports as needed

Financial Administration

• Process all invoices by uploading and entering into bill.com
• File invoices and financial records following set procedures
• Prepare weekly deposit log and make weekly bank deposit
• Pull reports and assist in weekly reconciliations
• Work with Executive Director on other financial admin tasks as needed

Program Administration

• Update shelter records and contact information in database

Data & Reporting

• Run donor reports and provide synopsis of information

Office Management

• Track and order office supply usage for Natick office
  • Maintain organization of office supply closet
  • Monitor Long Island office supply expenses
• Provide administrative support to Executive Director as needed
• Greet office visitors including donors, service groups and volunteers

Qualifications

• Proficiency in Microsoft Office (Word, Excel & Powerpoint) is required
• Experienced in managing donor databases and fundraising platforms
• Bachelor’s degree or equivalent work experience

Skills & Abilities

• Commitment to the Birthday Wishes mission
• Ability to work independently as well as part of a team
• Comfortable working with sensitive information
• High level of organization, attention to detail and able to multitask
• Ability to work under tight deadlines efficiently
• Self-motivated with a strong work ethic
• Comfortable working with numbers and running reports
• Ability to lift 30lbs.

All staff members are expected to work at special events as needed.