Gift Administration Associate

Organization Description:

Since 1981, the Golden Gate National Parks Conservancy (Parks Conservancy) has been the nonprofit partner of the National Park Service. Working alongside the Presidio Trust, community partners, donors, and volunteers, the Parks Conservancy supports the Golden Gate National Recreation Area (GGNRA). Spanning three Bay Area counties, the GGNRA includes iconic destinations such as Muir Woods National Monument, Fort Point National Historic Site, Alcatraz Island, Crissy Field, Mori Point, Lands End, and the Presidio of San Francisco.

The Parks Conservancy engages at the intersection of national park stewardship, social justice, and climate resilience. We collaborate to enhance public awareness and provide volunteer and educational opportunities in our parks. Together, we are caretakers, educators, and advocates, working to fulfill our vision of Parks for All Forever. Join us!

Department Description:

The Development and Membership team advances the Parks Conservancy’s mission by building meaningful relationships and growing a diverse community of supporters. Through individual giving, major gifts, events, legacy giving, corporate partnerships, and foundation and government grants, the Development team aspires to expand the community who invest in our parks, helping ensure the long-term sustainability of the organization and our beloved local national parks.

Position Overview:

The Gift Administration Associate is a key member of the Development team, responsible for supporting the accurate processing and administration of charitable contributions while helping maintain the systems, processes, and reporting that support the organization's fundraising efforts. This role serves as a central resource for gift administration, donor data management, stewardship communications, reporting, and Development Operations, helping ensure the integrity of donor information and a positive donor experience across all fundraising programs.

As part of the Development Operations team, the Gift Administration Associate supports fundraising systems, reporting, digital communications, and operational workflows that enable effective fundraising and informed decision-making. The role partners with colleagues across Development, Finance, and other organizational departments to coordinate gift processing, maintain data quality, facilitate donor stewardship activities, and support branch-wide operations.

This position is non-exempt, full-time. You must already be based in or willing to relocate to the San Francisco Bay Area. This position requires at least 3 days per week onsite, either in office (Fort Mason) or visiting our employees on location at our incredible park sites (for example, Alcatraz, Muir Woods, and Crissy Field).

Reports To: Associate Director of Donor Database and Development Operations (Director of Membership temporary through Jan 2027)

Key Duties and Responsibilities:

Gift Processing + Donor Records

Working with the Associate Director of Donor Database and Development Operations;

• Process gifts and donations received through a variety of channels, including online giving, checks, donor-advised funds, stock gifts, and other payment methods.
• Enter and maintain organized donor and constituent records related to gifts and donor activity with accuracy and attention to detail.
• Support the import and review of online gifts, event registrations, and constituent information into fundraising systems.
• Coordinate gift acknowledgments and donor communications to help ensure supporters are thanked and recognized in a timely manner.
• Partner with Development and Finance colleagues to help reconcile donations and address gift-related questions.
• Identify opportunities to improve processes and contribute ideas that enhance efficiency, data quality, and donor service.

Development Operations Support

• • Training provided and in partnership with the Associate Director, Donor Database and Development Operations, serve as a technical resource for Development systems including Luminate Online, Omatic Cloud, PaperSave, and related platforms, providing guidance and support to Development staff.
  • Manage HTML templates, supporting designation email builds, and helping coordinate the Branch’s annual communications calendar to support fundraising and stewardship initiatives
  • Coordinate and maintain accurate billing, coding, reimbursements, and expense tracking for the Branch to ensure accuracy and compliance
  • Manage and maintain the Development Branch’s SharePoint digital file systems.
  • Oversee incoming mail, including gift routing, deposit preparation, documentation, and cross-functional coordination with Finance to ensure timely and accurate handling of donor contributions.

Team and Branch Support

• • Contribute to a collaborative, inclusive, and positive team culture.
• Perform other duties and special projects as assigned.
  • Act as the primary support for the Associate Director of Donor Database and Development Operations ensuring smooth day-to-day functioning of internal systems, information flow, and shared processes.
  • Support office management for the Development branch, including supply tracking, ordering, and cross-departmental coordination.
  • Coordinate with organizational Operations Branch partners (IT, Safety, Facilities, etc.) to support technology needs, troubleshoot systems, and maintain efficient operational workflows.
  • Coordinate weekly Branch meetings and partner with the CDO to plan team focus days, retreats, and staff-engagement activities.

Reporting

In partnership with the Director of Philanthropy and Capital Campaigns and/or Director of Individual Giving;

• Develop and maintain annual stewardship reports, donor acknowledgments, and Development program communications for Parks Conservancy Development programs to support initiative and donor engagement.
  • Collaborate with the Individual Giving Team to manage and track solicitations, acknowledgments and annual reporting as needed.
  • Generate and maintain donor lists, renewal tracking reports to support campaigns, outreach strategies, decision making, and retention efforts.

Other Duties: Performs Other Duties as Assigned in support of branch and organizational responsibilities

Knowledge, Skills, and Abilities:

• • Proficiency and enjoyment of computer tasks such as gift entry, database updating and mail merges
  • Familiarity with CRM applications (such as Raiser’s Edge) and Microsoft suite of programs
  • Strong attention to detail and ability to manage information accurately.
• Interest in learning fundraising, donor relations, and nonprofit operations.
• Comfort working with databases, spreadsheets, and technology; willingness to learn new systems.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent customer service and interpersonal skills.
• Strong written and verbal communication skills.
• Ability to work both independently and collaboratively.
• Adaptable and comfortable learning in a dynamic environment.
• Commitment to diversity, equity, inclusion, and belonging.
• Confidentiality handling sensitive donor and organizational information.

Education and/or Experience:

• • One to two years of professional experience in an administrative, customer service, operations, fundraising, or nonprofit environment preferred.
• Experience working with databases, CRM systems, or record-keeping tools preferred (with Raiser’s Edge experience a plus but not required).
• Equivalent combinations of education, volunteer experience, internships, and transferable skills are welcomed.

Health and Safety:

It is the goal of the Parks Conservancy to create and maintain a safe and healthy workplace. We work to mitigate hazards and risks that may cause harm to employees, consistent with state and federal laws. Employees play an active role in creating a safe and healthy workplace and are expected to comply with all applicable health and safety rules.

Physical Requirements and Work Environments:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job:

• Work is performed mostly in an office setting, with some outdoor locations
• Work is primarily performed sitting or standing; will regularly be at a desk with a computer

Compensation and Benefits:

• Pay Rate: $32.00/hour (Grade 16). As part of our equitable pay practices, we will not be able to offer a starting pay rate beyond this amount.
• Benefits: A competitive suite of medical, dental, and vision plans; up to 3 weeks of paid vacation plus holidays, personal, and sick days; a 403(b) retirement plan (3% non-elective employer contribution); Employee Assistance Program; employer-matched Commuter Program; employee discounts, and more.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

The Golden Gate National Parks Conservancy is an Equal Opportunity Employer. Recruitment, placement and promotions are conducted without regard to an individual's race, color, religion, sex, national origin, age, physical handicap, veteran status or sexual orientation, or any other classification protected by Federal, State, and local laws & ordinances. We will consider qualified candidates with criminal history in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. All qualified applicants are encouraged to apply.

A competitive suite of medical, dental, and vision plans; up to 3 weeks of paid vacation plus holidays, personal, and sick days; a 403(b) retirement plan (3% non-elective employer contribution); Employee Assistance Program; employer-matched Commuter Program; employee discounts, and more.