Gift Processing and Office Coordinator
Chicago, IL
Full Time
Finance
Mid Level
The Gift Processing and Office Coordinator is responsible for the gift entry and receipt/acknowledgment processes for all private and technical donations and maintaining fundraising revenue reports. This position also coordinates administrative projects and provides general support for Finance Department activities. As Office Coordinator, this person oversees various day-to-day operations of the Chicago headquarters office, including the life safety team, communications with building management, and coordination of office maintenance.
RESPONSIBILITIES include the following. Other duties may be assigned.
Gift Processing and Receipting
- Process donations, refunds, and adjustments into Raiser’s Edge (RE) received via mail, ACH/EFT or online.
- Review online bank account information to identify and retrieve Lockbox, Wire and ACH contributions.
- Prepare daily gift entry validation reports for cash receipting.
- Produce donor acknowledgement letters, tax receipts, and honor/memorial notifications.
- Consolidate annual giving statements at the end of January.
- Run pledge reports to coordinate mail pledge reminder letters.
- Update donor records and maintain database integrity by reconciling and cleaning up gift data.
- Complete, submit, and track corporate matching gift applications.
- Maintain spring/fall donor reporting cycles for gifts of $1,000+ through RE.
- Respond to donors’ gift-related questions and requests.
Revenue Reporting and Data Analysis
- Produce, analyze, and maintain fundraising revenue reports (Daily Revenue Report, Daily Gift Report, and Director/Governor giving).
- Perform data analysis to reconcile and submit monthly fundraising revenue results.
- Generate cash flow and historical giving reports by executing data queries and exports.
- Assist the Finance Department with data analysis and reconciliations to ensure data accuracy in revenue reporting.
Project Coordination and Finance Support
- Prepare quarterly mailings of donor-advised fund (DAF) statements.
- Assist the Finance Project Manager in completing FE database cleanup projects.
- Complete annual certification for Global Impact.
- Submit ongoing state campaign applications to Global Impact throughout the campaign year.
- Prepare and execute pledge and note confirmations for audit firm.
- Manage the retrieval and organization of contributions records as requested by auditors.
- Generate planned gift illustrations through Crescendo software as requested.
- Provide administrative support for the Finance Department.
Office Coordinator (Chicago headquarters)
- Serve as primary contact for staff and building management relating to office work orders, ensuring certificates of insurance for vendors and Opportunity are filed and updated annually.
- Manage and train the office life safety team in accordance with building protocols.
- Facilitate guest's access to the building and communicate to staff building announcements as necessary.
- Support staff with various office logistical arrangements, including office supply and catering orders, conference room reservations, and board of directors in-person meeting set up.
- Serve as primary contact for staff and building management relating to office work orders, ensuring certificates of insurance for vendors and Opportunity are filed and updated annually.
- Serve as administrator of the company’s FedEx, UPS, and USPS accounts.
QUALIFICATIONS
- Associate or bachelor’s degree in general business or accounting or equivalent required.
- 4-5 years experience in gift processing, database management, or financial administration.
- Strong verbal and written communication skills.
- Highly organized and excellent attention to detail.
- Self-motivated and strong problem-solving skills.
- Ability to multitask and prioritize effectively.
- Ability to work well under pressure and within deadlines, especially during the busy year-end season.
- Highly professional, positive, and collaborative with a commitment to customer service.
- Advanced proficiency in Excel, Microsoft Word, PowerPoint and Outlook, including ability to work with mail merges, calendar scheduling, and video conferencing applications.
- Extensive experience with Blackbaud Raiser’s Edge or similar CRM software.
- Familiarity with Workday Adaptive planning system desirable.
- Familiarity with SmartSheet or similar project management applications desirable.
- Willingness to learn and work with various data and reporting management systems.
- Commitment to work overtime during busy gift processing season (December and January).
- An understanding of and a commitment to advancing the mission and core values of Opportunity International
TRAVEL REQUIREMENTS
- No travel is required for this position.
ABOUT OPPORTUNITY INTERNATIONAL
Opportunity International is a global non-profit that has been empowering people to work their way out of poverty since 1971. Opportunity provides 18.7 million people with innovative financial resources, training, and support to grow their small businesses and send their children to school. In 2022, Opportunity International and its partners helped fund 5,600 schools that reached 1.6 million children, and they released more than $2.6 billion in capital across 30 countries. Discover more at opportunity.org or join the conversation on Facebook, LinkedIn, Instagram, and Twitter.
Opportunity International is a global non-profit that has been empowering people to work their way out of poverty since 1971. Opportunity provides 18.7 million people with innovative financial resources, training, and support to grow their small businesses and send their children to school. In 2022, Opportunity International and its partners helped fund 5,600 schools that reached 1.6 million children, and they released more than $2.6 billion in capital across 30 countries. Discover more at opportunity.org or join the conversation on Facebook, LinkedIn, Instagram, and Twitter.
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