Development Assistant

Description

Division: Development and Communications Department  

Reports to: Director of Development and Communications 

Work Location: Oakland Campus 675 23rd Street Oakland, CA 94612 

Hours: Monday - Friday 8:30 a.m.- 5 p.m. (with occasional evenings, weekends, and holidays as required)  

Status: Full-Time/Non-Exempt 

Salary: $22-$24 per hour 

POSITION SUMMARY 

The Development Assistant provides administrative, data management, and fundraising support to the Development and Communications Department at St. Vincent de Paul of Alameda County. Responsibilities include maintaining accurate donor records, processing gifts, preparing donor acknowledgments, coordinating fundraising campaigns, and supporting digital communications. The ideal candidate is detail-oriented, organized, dependable, and proactive, with proficiency in donor databases and digital communication tools and a commitment to serving neighbors in need with compassion and dignity. 

DUTIES & RESPONSIBILITIES:  

Administrative Support 

• Provide administrative support, including preparing correspondence, reports, presentations, and other materials. 
• Receive, sort, and distribute incoming mail; coordinate outgoing correspondence. 
• Coordinate the receipt, documentation, delivery, and storage of in-kind donations. 
• Assist with preparing furniture invoices for conferences. 
• Maintain organized departmental files and records and support daily workflows, deadlines, and process improvements. 

Donor Database Management, Gift Processing, and Deposits 

• Maintain accurate donor records in the organization's CRM and fundraising database, including gift entry, donor information, and giving histories. 
• Process and document donations promptly and accurately. 
• Prepare donation deposits, enter deposit information into the CRM, and verify that gift and deposit records align. 
• Reconcile gift records monthly with the Finance Department, investigate discrepancies, and support accurate financial reporting. 
• Prepare and send gift acknowledgments, tax acknowledgment letters, receipts, and other donor correspondence promptly. 
• Contact donors as needed to acknowledge gifts, verify information, and follow up on donations or missing details. 
• Protect the confidentiality and integrity of donor records and financial information. 
• Generate donor lists, database reports, and data summaries for fundraising activities and monthly reporting. 
• Monitor data quality, correct record discrepancies, and improve database organization and processes. 

Fundraising and Campaign Support 

• Assist with planning, coordinating, and executing fundraising campaigns, direct mail appeals, special events, and other development initiatives. 
• Prepare mailing lists, campaign materials, donor communications, and fundraising reports. 
• Make updates to the organization's Wix website, including refreshing content, posting fundraising campaign information, and updating donation links as needed. 
• Create, schedule, and distribute donor emails and fundraising appeals using Constant Contact. 
• Maintain email contact lists and assist with audience segmentation, quality control, and tracking campaign performance. 
• Support the preparation of written materials, reports, and organizational updates for donors and external stakeholders. 
• Participate in departmental meetings and contribute to improving fundraising and administrative processes. 

Requirements

General Qualifications 

• Exceptional attention to detail and accuracy, particularly when handling donor data, gift records, deposits, and financial information. 
• Strong organizational, time management, and administrative skills, with the ability to manage multiple priorities and meet deadlines. 
• Excellent written and verbal communication skills in English; Spanish is a plus. 
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook. 
• Familiarity with CRM systems and fundraising databases; experience with Fundraiser or similar donor management software is preferred. 
• Familiarity with Wix or similar website management platforms and Constant Contact or similar email marketing tools is preferred. 
• Professional, courteous, and service-oriented communication skills when working with donors, volunteers, colleagues, and community members. 
• Ability to handle confidential information with discretion and integrity. 
• Demonstrated reliability, accountability, initiative, sound judgment, and problem-solving skills. 
• Ability to work independently, follow instructions, accept supervision, and collaborate effectively in a fast-paced environment. 
• Positive, flexible, and solutions-oriented approach, with a commitment to continuous learning and professional development. 
• Willingness and availability to work occasional evenings, weekends, and holidays to support fundraising events, campaigns, and organizational activities. 

Educational and Experience Requirements 

• Associate's or bachelor's degree in business administration, Communications, Marketing, Nonprofit Management, or a related field; or relevant professional work experience in nonprofit development, fundraising, donor relations, database management, or administrative support. 

Mission and Organizational Commitment 

All employees of St. Vincent de Paul of Alameda County are expected to support the organization's mission of serving neighbors in need with compassion and dignity. Employees are expected to demonstrate professionalism, integrity, accountability, and a commitment to collaboration across departments. 

This job description outlines the general responsibilities of the position and is not intended to be an exhaustive list of duties. Responsibilities may evolve with organizational needs, and employees may be assigned additional tasks by their supervisor or management.