Administrator, Donor Relations & Communications

Description

As the Administrator, Donor Relations and Communications, you play an integral role in ensuring our efficient and effective administration and stewardship of, and communications with, donors and supporters. This includes supporting our internal teams and systems, performing a wide range of clerical and administrative tasks, and liaising with prospective and actual donors/supporters as well as external partners, vendors and service providers.

Responsibilities

Working as a key member of the Donor Relations Team (and broader Development Team) and the Marketing & Communications Team the Administrator, Donor Relations and Communications will provide technical proficiency, data management expertise, and support for donor stewardship and communication. You will be working in a fast-paced environment in an organization focused on growing their revenue and supporter base. While there is a broad set of tasks associated with this position, sixty percent of your time will focus on consistent administrative and clerical tasks. Responsibilities include, but are not limited to:

Data Management & CRM Expertise

• Proficiency with donor databases/CRM systems (e.g., Donor Perfect, Raiser's Edge, Salesforce NPSP. Donor Perfect is preferred) including data entry, record maintenance, and report generation
• Data entry accuracy and quality control
• Database querying, segmentation, and reporting for fundraising analysis

Gift Processing & Financial Accuracy

• Processing donations (various donations and methods) and issuing tax receipts in compliance with regulations
• Supporting reconciliation with Finance records and audits

Donor Stewardship Support

• Maintaining accurate donor records and contact histories
• Assisting with personalized acknowledgments and stewardship materials
• Tracking donor touchpoints for cultivation and retention
• Supporting routine correspondence and communications
• Coordinating donor mailings (in-house and/or via printers, and digital)
• Supporting and/or coordinating logistics for fundraising campaigns and donor events

Reporting & Analytics

• Generating, customizing, and maintaining reports using Donor Perfect and Excel on donations, source codes, receipts, and related data to support accurate tracking, analysis, and strategic decision-making.
• Generating regular and ad hoc fundraising, donor or partner reports
• Assisting in the identification of donor trends and supporting data-driven decision-making
• Supporting prospect research efforts

Other administrative duties:

• Organizing and maintaining paper and electronic files and supplies/inventory
• Addressing queries from Y2Y staff, as well as supporters, partners, contractors and others.
• Undertaking/coordinating postal, delivery and basic banking (e.g. cheque deposit) logistics
• Supporting Development Team meetings and administration as needed
• Other operational and administrative tasks as needed, including occasional training and support of and cover for other staff as needed and practical

Marketing and Communications support:

• Managing the printing, distribution and reordering of Y2Y's marketing and communications materials inventory, which includes but is not limited to: publications, banners and promotional materials (including but not limited to SWAG)
• Supporting website content management including collecting, posting, updating, removing and/or archiving information, and monitors relevant website domain names and licenses
• Maintaining content audit of newsletter and website stories
• Sourcing and supporting the management of images and videos as required
• Maintaining accurate records for internal staff and board, as well as our supporters in Nationbuilder (our email database system).
• Maintaining Y2Y's partner list
• Responding to basic marketing and communications inquiries
• Receiving, coding and processing invoices for approval
• Attending and supporting MarCom team meetings
• Other administrative tasks as needed, including training and support other team members as needed.

Acting as a systems and procedures expert within the teams:

• Cultivating and maintaining a strong knowledge of our various tools and systems (currently including Donor Perfect as a customer relationship management database, iWave as a ?prospect' screening tool, Sharepoint, Zoom, Adobe and the full Office suite (Word, Excel, in particular), among others;

knowledge of website CMSs (such as WordPress) is an asset)

• Seeking out opportunities to automate and streamline routine tasks and improve processes and liaising across the team(s) to support understanding and implementation
• Getting up to speed with newer technologies including AI and its application within fundraising

QUALIFICATIONS AND SKILLS

• At least 3 years of experience in office operations and administration, or relevant studies combined with other experience
• Commitment to confidentiality and discretion in handling sensitive donor, financial and organizational information
• Excellent administration, coordination and data management skills, with an eye for detail and accuracy in processing donations, issuing tax receipts, and reconciling with finance
• Strong technical skills particularly with Excel and other in MS Office programs (e.g. Word, Powerpoint), collaboration tools (e.g. Sharepoint), and preferably relational databases (e.g. Donor Perfect or similar) with an aptitude for learning new systems/tools/technologies
• Ability to segment and analyze donor data to support fundraising strategy and campaign tracking
• Well-organized-able to prioritize effectively, handle high volumes of routine tasks efficiently and accurately, and provide timely, relevant and appropriate information as needed
• Strong written and verbal communication skills for donor correspondence and interdepartmental collaboration
• Experience supporting donor stewardship activities, including acknowledgments, thank-you letters, and cultivation tracking considered an asset
• Able to spot opportunities, take initiative, solve problems and act independently, but also work collaboratively and trouble-shoot as part of a small team
• Friendly, patient and professional customer service approach; donor relations experience considered an asset

Terms of Employment:

• Full time position (37.5 hours/week) with an outstanding benefits package
• $53, - $63, Salary range
• Position is in Y2Y's main office, located in Canmore, Alberta.

Additional Information

At Y2Y we value diversity - in backgrounds and in experience, and we need people from all backgrounds to help achieve our mission of connecting and protecting habitat from Yellowstone to Yukon so people and nature can thrive. Y2Y's team is empathetic, caring, and supportive. We are intentional about the team and culture that we are building, seeking team members that are not only strong in their own aptitudes but care deeply about supporting each other's growth.

Recognizing that communities thrive when everyone has fair access to opportunities, Y2Y values a broad range of perspectives, fosters a culture of respect and belonging, and upholds principles of fairness, environmental responsibility, and social justice. We oppose actions and policies that undermine these commitments within the projects and work that we do in advancing the Y2Y vision on the ground.

Short, preliminary interviews may be held via conference call or Zoom. If you anticipate needing accommodations for any part of the application or interview process you may contact, in confidence, Denise Ludlow, HR Consultant via Isarta. For general inquiries you may contact, via Isarta.

Application Deadline: open until filled