Boys & Girls Clubs of Oakland · 3 weeks ago
Development Admin Coordinator
Oakland, CA
Full-time
Onsite
Entry Level
$75K/yr - $75K/yr
2+ years expBoys & Girls Clubs of Oakland (BGCO) is focused on supporting youth in the community, and they are seeking a Development Admin Coordinator to enhance their Advancement Team. This role involves managing donor databases, processing donations, and providing logistical support for fundraising events to ensure the success of BGCO's initiatives.
Non-profit Organization Management
Responsibilities
Gift Entry & Reconciliation: Process all incoming donations (cash, checks, online, stock, in-kind) accurately and promptly in the donor database (CRM)
Database Integrity: Maintain the accuracy, completeness, and cleanliness of donor records, managing contact updates, preference flags, and gift histories
Financial Oversight: Reconcile donation batches daily and monthly with the Finance Department, ensuring alignment between the CRM and General Ledger (GL) reports
Tax Receipting: Manage the full acknowledgement cycle, including drafting personalized thank-you letters, generating official tax receipts, and ensuring clear communication of the non-tax deductible portion (FMV) of event tickets or auction purchases
Correspondence: Prepare and format professional correspondence, reports, and presentation materials for the VP of Advancement and the Board of Directors
Moves Management Support: Track donor communication touchpoints, actions, and research notes to support the major gift cultivation pipeline
Grant File Management: Organize and archive all essential grant documentation (proposals, reports, budget sheets, and compliance documents) for audit-readiness
Team Logistics: Manage scheduling, coordinate team meetings, process expense reports, and order supplies for the Advancement Team
Compliance: Ensure all gift processing and record-keeping procedures adhere to IRS regulations, BGCO & BGCA standards, and donor privacy policies
Event Logistics: Manage administrative tasks for major fundraisers, particularly the two major fundraisers Salute to Youth and Town Ball. This includes generating and managing guest lists, seating charts, coordinating RSVPs, and preparing event materials (signage, programs)
Campaign Support: Assist in preparing mailing lists, formatting communication pieces, and managing logistical tasks for direct mail and digital solicitations (e.g., Spring Appeal, Year-End Appeal, and Community Engagements)
Qualification
Required
Associate's or Bachelor's degree preferred, or equivalent experience in office administration
Minimum of 2 years of experience in an administrative support role, preferably within a fundraising or finance department
Technical Proficiency: High proficiency with CRM/donor database systems (Salesforce) (essential for gift processing) and advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint)
Data Competence: Exceptional attention to detail, organization, and a demonstrated ability to handle sensitive financial information with discretion
Communication: Excellent verbal and written communication skills, required for professional donor correspondence
Cultural Competence: A commitment to serving a diverse, low-income population and supporting BGCO's mission in East and West Oakland
Benefits
100% coverage of Medical (with dependent care)
Dental
Vision
Paid Vacation, Holidays, and Sick Leave
Long Term Disability
Life Insurance
Pension
Training and professional development opportunities
Company
Boys & Girls Clubs of Oakland
Boys & Girls Clubs of Oakland (BGCO) is a tax-exempt nonprofit organization chartered and dedicated to developing its community’s youth into positive contributors to society.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase