Development Systems Coordinator

Gift Administration Position

This position is an integral part of the development team in processing gifts, maintaining accurate records, providing administrative and database support. This position provides opportunities for professional growth in database administration, fundraising technology, reporting, and development operations. The successful candidate will be encouraged toward professional development in donor systems and operational processes in support of the ministry's fundraising efforts. The person filling this position must be a self-starter and able to work with minimum supervision; work well under pressure, meet multiple deadlines, pay strong attention to detail, and maintain strict confidentiality. The person in this position shall at all times, demonstrate cooperative behavior towards colleagues, guests and supervisors. Regular attendance is essential for this position.

Essential Duties And Responsibilities

Include but are not limited to, the duties listed below.

1. Gift Administration (50-60%)

• Process donations (within 48 hours of receipt)
• Prepare bank deposit and reconcile batches (daily)
• Prepare acknowledgement letters and receipts (within 48 hours of donation)
• Encourage and track timely signatures on letters (sent within 48 hours of donation)
• Provide year end giving statements
• Respond in timely fashion to auditor's inquiries
• Communicate directly with donors when needed, to answer their questions or to gather more information from them regarding their contributions
• Maintain the strictest of confidentiality in regard to all donor information
• Use WBCM Internal Controls, maintain PCI compliance, and adhere to IT policies and procedures in handling money, customer records, and payment methods

2. Administrative Support (20-30%)

• Prepare standard reports
• Run mailing lists
• Assist in administrative support of the Development Director and team
• Event administrative support
• Department logistics

3. Systems & Database Management (10-20%)

• Maintain donor database records and data integrity
• Run and review standard queries and reports
• Assist with database cleanup and quality assurance projects
• Develop proficiency in Raiser's Edge and related software tools
• Participate in ongoing software and reporting training

4. Other duties as assigned

Supervisory Responsibilities

This job has no supervisory responsibilities.

Cross Training

The employee is this position will be available to be cross-trained into other areas of the ministry as needs arise.

Ministry Statement

Warm Beach Camp Ministries exists to share the hope and love of Christ through camping ministries and experiences in the Pacific Northwest.

At Black Diamond Camp, we exist to inspire Christ-like change through outdoor adventure, authentic relationships and biblical truth.

At Rainier Camp and Retreat Center, we exist to provide Christ-centered hospitality to groups seeking adventure in God's wild creation.

At Warm Beach Christian Camps and Conference Center, we exist to provide Christ-centered environments, experiences and resources to draw people to God through camping ministries, conferences and events.

Position Classification

This is a part-time or full-time, year-round position.

Qualifications

This person must demonstrate a commitment to the beliefs, mission and values of Warm Beach Camp Ministries. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Have a sincere love for the Lord and be committed to the Lordship of Christ in every area of one's life.
2. Ability to support and work within the mission, values and ministry culture of Warm Beach Camp Ministries.
3. Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.
4. Strong organizational skills with attention to detail and the ability to manage multiple priorities accurately and efficiently.
5. Ability to work both independently and collaboratively, take initiative and follow through on assignments in a timely manner.
6. Ability to uphold and consistently apply organizational policies and applicable IRS regulations.
7. Strong written and verbal communication skills with the ability to interact professionally and courteously with donors.
8. Proficiency in Microsoft Office applications including Outlook, Word, Excel and Teams and ability to learn new software systems quickly.

Education and/or Experience

Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Skills

Strong written and verbal communication is essential. Ability to read, analyze, and interpret common financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write articles for publication that conform to prescribed style and format. Ability to effectively present information to donors, volunteers and staff members.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge and experience with Microsoft Office Suite; particularly Excel and Word. They must demonstrate an ability and desire to learn new technologies and software systems. Prefer candidates who have experience in the following: maintaining data within a CRM or database, working with donor, customer, or constituent records, financial transactions or bookkeeping, creating reports in Excel or similar software, supporting events or projects from planning to execution, demonstrated aptitude for technology and systems improvement.

Certificates, Licenses, Registrations

None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Professional Development

This position is designed to provide opportunities for growth in donor database administration, reporting, fundraising systems, and development operations. Employees who demonstrate proficiency in gift administration, data management, and systems aptitude may have opportunities for expanded responsibilities and advancement within the Development Department.