Philanthropy Operations Associate

Job title: Philanthropy Operations Associate

Reports to: Philanthropy Database Administrator

Want to play your part in protecting our local communities from the impacts of climate change? Want to be part of a talented, deeply committed, and national award-winning conservation organization? Then please read on!

The Philanthropy Operations Associate is a key position on the Philanthropy Team. Working closely with the Philanthropy Database Administrator, this position manages the Land Trust’s Virtuous donor database, processes and mails gift acknowledgements, and supports the team with accurate reports and mailing lists.

You are encouraged to apply if you:

• Have experience in donor databases and administration, preferably in Virtuous.
• Have excellent organizational, proofreading skills, and attention to detail.
• Can use good judgment, set priorities, and meet deadlines.

SLT serves a diverse audience with broad cultural heritages, socioeconomic backgrounds, genders, and orientations. We encourage applications from candidates who reflect and value the audiences and populations we serve.

Primary Responsibilities

Database Maintenance and Reporting

• Assist with managing the Virtuous donor database system including entering and updating donor records, gift histories, and conducting donor research.
• Regular database maintenance including deduplication and NCOA update.
• Prepare weekly fundraising updates for the Philanthropy Team.
• Generate mailing and supporter lists, queries, and reports.
• Follow and update policy and procedure documents for data entry and database use.
• Train and assist staff on Virtuous as needed.
• Process all gift types in Virtuous, ensuring accurate data entry.
• Ensure timely acknowledgment of gifts including coordinating personalization of acknowledgments, preparing memorial, honorarium, celebration, and membership acknowledgment certificates as needed.
• Prepare monthly reconciliation report.
• Support the Finance Department in the completion of monthly reconciliation and the annual audit.
• Assist the Development Program Manager with direct mail efforts and assisting with analysis.
• Prepare reports for the Board of Directors and Development Committee meetings.

Administrative and Operations Support

• Maintain accurate electronic and paper records related to gifts and donor restrictions in accordance with organization’s retention policies.
• Ensure excellent customer service is provided to members, prospects, and the public by phone and email.
• Manage the Philanthropy Team’s donor gift inventory.
• Support donor stewardship mailings and handling special shipping needs for donor materials.
• Assisting with preparing promotional materials or other supplies (maps, slides, etc.) for donor meetings.
• Support the Events Coordinator as needed for event planning and preparation, greeting guests, and breakdown.
• Engage with donors in office and at events professionally, fostering a sense of connection to the Land Trust.
• Participate as a member of the Philanthropy team in planning and implementing fundraising strategies.

Prospect Research

• Develop informative face sheets for events and other donor meetings.
• Create detailed and informative prospect profiles.
• Add prospect profiles to Virtuous

Essential Qualifications

SLT is open to candidates with diverse backgrounds, experience, and transferable skills. We are looking for candidates with the following experience or the ability to develop skills in each of these categories:

• Two years’ experience in donor databases and administration, preferably in Virtuous, eTapestry, Raiser’s Edge, or similar web-based development database.
• Excellent organizational skills, proofreading skills, accuracy, and attention to detail.
• High proficiency in Word, Excel, and Outlook.
• Ability to handle highly confidential information with discretion.
• Professional personal and telephone manner.
• Ability to use good judgment, set priorities, multitask, and adjust work habits to accommodate deadlines.
• Self-directed with the ability to work both independently and as part of a team including across departments.
• Flexibility to work evening and weekend hours.
• Must have a valid driver’s license.
• A passion for conservation and environmental issues.
• Demonstrated ability to retrieve, analyze, and synthesize information.
• Demonstrated ability to communicate and interact effectively with people from a broad range of backgrounds.
• Tracking and maintaining inventory.

Schedule, Salary & Benefits

This position is full-time, 40 hours per week (non-exempt status). Hourly wage starts at $32 per hour commensurate with experience. Benefits include generous employer contributions to medical, dental and vision insurance plans. Employer contribution to retirement plan after 1 year of employment. Paid time off includes 15 paid holidays, paid vacation based on tenure and personal and parental leave in accordance with SLT policies and procedures.

This position is located at the Sonoma Land Trust office in Santa Rosa, California. Staff are working in a hybrid model. Some onsite work is required.

About Sonoma Land Trust

Sonoma Land Trust works in alliance with nature to conserve and restore the integrity of the land, with a focus on climate resiliency. The organization is also committed to ensuring more equitable access to the outdoors. Since 1976, the non-profit Land Trust has protected over 60,000 acres of scenic, natural, agricultural and open land for future generations. Sonoma Land Trust is accredited by the Land Trust Accreditation Commission and was the recipient of the 2019 Land Trust Alliance Award of Excellence. For more information, please visit the Sonoma Land Trust website.

We are passionate about building and sustaining an inclusive and equitable working environment that is representative of the communities we serve. We know that having varied perspectives leads to better outcomes to solve the complex problems of conservation, climate change and environmental justice in Sonoma County. And to best serve the people of our community, we are taking the actions outlined in our Diversity, Equity and Inclusion (DEI) Plan.

Sonoma Land Trust is an Equal Opportunity Employer

We strive to create a diverse and inclusive organization and encourage applicants from all cultures, races, colors, religions, national or regional origins, sexes, ages, disability status, sexual orientations, gender identities, military or veteran status or other status protected by law.