POSITION TITLE: Data & Compliance Administrator
DEPARTMENT: Development and Communications
RESPONSIBLE TO: Director of Development Operations and Results
STATUS: Full Time
SUPERVISORY CAPACITY: In the absence of the Director of Development, Gifts Administrators, Vendors, and Volunteers
DATE: August 2016
*APPLICANTS MUST ALREADY BE ELIGIBLE TO WORK IN THE UNITED STATES.
DEPARTMENT DESCRIPTION
The American Refugee Committee is an international humanitarian organization that works with people in places where conflict and disasters have devastated their former way of life. ARC works with everyday people around the world to co-create 21st solutions to some of the world’s most challenging humanitarian challenges. The spectrum of our responses is wide-ranging – we respond to unique human experience and context and build responses accordingly.
At its best, ARC is transformative in the lives of the people it touches – refugees, partners, and staff. The Development & Communications department ambitiously advances the work of the American Refugee Committee by engaging people from around the world in authentic and resonant way.
The Donor Services team operates from a place of generosity and goodwill to all who contact ARC. The team responds to inquiries and requests in a friendly and timely manner, recognizing the donor as the customer. Professional, efficient and kind, the team operates both externally and internally with gratitude and respect.
PRIMARY PURPOSE OF THE POSITION
The Data & Compliance Administrator is a key member of the Donor Services Team and serves department operations by maintaining customer service, data management, and compliance. Duties include prompt and professional customer service to donor requests; financial management through gift processing,reconciliation, and finance coding; learning all aspects of Raiser’s Edge database and stepping into a supervisory role when manager is absent; running analytical reports, mailing lists, and extracting other data from the database when needed;maintaining state registration and charity review compliance; and department assistance when necessary. This role works to ensure that all internal processes run smoothly to better serve supporters and the organization at large.
MAJOR AREAS OF ACCOUNTABILITY
PRIMARY DUTIES/RESPONSIBILITIES
Gift Processing and Acknowledgement – 30%
Donors are treated as our customers throughout as a way to bring customer service into all aspects of the data process. Humanize the transaction process by recording donor requests and adding personal touches whenever possible
Process donations paid by check, credit card and cash in the Raiser’s Edge donor database.
Handle stock and pledge gifts as necessary.
- Acknowledge donors for their gifts. Prepare acknowledgment letters, including hand addressing and stuffing envelopes
- Work with Engagement Officers to streamline personal touch in acknowledgements
- Pass pertinent gift and donor information on to the appropriate staff members
- Track all monthly donors and renew monthly donors as their membership lapses
- Manage pledge balances and send statements as appropriate to donors with outstanding pledges
- Be available at all times for donor calls and requests. Must be able to set aside current tasks to respond to donor phone calls in a prompt, friendly manner
Financial Administration – 20%
- Run database reports to reconcile gift income with finance department
- Review daily mail deposits, catalog donations and send them to the bank for deposits and processing
- Manage monthly reconciliation, including downloading reports from merchant accounts, matching deposits to monthly bank statements, andresolving discrepancies between Development and Finance totals
- Maintain accurate finance coding. Prepare invoices for VP signature and manage credit card reconciliation documents. Communicate with Finance team for updated or adjusted coding
- Refine and update processes to maximize efficiency
Database Management Support – Raiser’s Edge – 25%
- Work with the Director of Development to maintain data consistency and ensure that constituent and gift records are accurate
- Create donor contact lists for direct mail pieces, events, acknowledgements and fulfillments, etc
- Provide donor giving reports and analysis in a timely manner when requested
- Run quality control reports to monitor the accuracy of data entered into the system
- Work with department to confirm that donor interactions are being recorded properly in RE. Enter donor actions and other relevant donor information for self and other staff
Compliance – 10%
- Ensure that the American Refugee Committee is registered as a fundraiser in all 50 states
- Coordinate with executive department and other team members to submit reports to charity review organizations
- Maintain all documents for International Humanitarian City office in Dubai and submit annual renewals for lease and license when needed
Development Team Support – 15%
- Work with Development team members to provide ongoing project support. This could take many forms and often comes up at the last minute. Some of these tasks include: preparing materials and participating at ARC events; working with staff and volunteers to assemble mailings; printing decks for external meetings; providing support to VP of Creative.
- Perform other fundraising duties as assigned
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
- At least 3 years’ experience in relevant role
- Excellent organizational skills: the ability to work productively in a fast-paced environment + the ability to handle multiple tasks simultaneously
- Database experience required; Raiser’s Edge database experience desired
- Detail oriented: consistently strives for accuracy
- Experience creating, modifying, and enforcing data management procedures
- Working knowledge of Finance systems and ability to create and execute reports
- Proficient on PC systems, including Microsoft Word, Excel, and Windows Outlook
- Bachelor’s Degree in relevant field
KEY BEHAVIORS & ABILITIES
- Interest in working with donors to establish trust and engagement in ARC’s mission
- Ability to understand that data represents individuals and should be treated carefully and with respect
- Respect for data and syste-ms-driven approaches
- Flexibility and nimbleness is key, all the while working with a smile
- The ability to meet deadlines and keep a cool head under pressure
- Comfortable working independently and as a member of a team
- Follows instructions respectfully and responsibly
American Refugee Committee is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. American Refugee Committee complies with all applicable laws governing nondiscrimination in employment.
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