Administrative Assistant Planned Giving

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

Divisional Headquarters

JOB DESCRIPTION

JOB TITLE: Administrative Assistant Planned Giving

LOCATION/DEPT: DHQ/Development and Communications Department

PAY GRADE: 403

PAY RATE: $18.11-$21.73

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good". We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for kids after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

Administrative support will be provided for the Planned Giving Department to ensure that the functions of this position are achieved, and effective donor relations are maintained. This includes assistance with written and oral communications, with planning and implementation of department objectives as well as maintaining a data management system (paper files and electronic data files). A liaison will also exist both within the department of Planned Giving as well as with other Development/Communications groups, Metropolitan Division departments/sites, Territorial reporting / contract processing and donor contacts.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Assists with donor contact through correspondence, telephone, or in-person communication.
2. Assist in maintaining the data management system for both the paper filing and the electronic data management systems.
   
   
   
   1. Ensure all donor files are kept up-to-date, accurate and in proper order.
   
   
   
   
3. Processing of planned giving contracts with staff, division headquarters and territorial planned giving.
4. Assist in appropriate correspondence and reporting within the department, division and territory.
5. Maintaining updates to our data input department, securing contact reports on donors with our donor database and producing monthly-quarterly-annual and comparative recap production reports.
6. Ensures appropriate recognition certificates, Planned Giving event coordination and registration are completed.
   
   
   
   1. Assists, as requested, with reporting communications.
   
   
   
   
7. Assist in compiling and proofreading all publications, newsletters and other materials that are generated by the department.
8. Coordinates sending of newsletters, proposals, contracts, event invitations and other
9. communications to all planned giving donors and prospects.
10. Assists the planned giving staff in compiling and submitting all weekly, quarterly, annual, and other reports as requested.
11. Research prospects and create research briefs for the Planned Giving staff.
12. Coordinate meetings, maintain records and take minutes as required.
13. Assist with events including, but not limited to:
    
    
    
    1. Invitations
    2. RSVPs
    3. Registration
    4. Nametags
    5. Data entry and follow-up
    
    
    
    
14. Responsible for an ongoing evaluation of assigned administrative processes to improve the overall efficiency of department operations, decrease turnaround times, streamline work processes, and cooperative work efforts to provide quality donor relations.
15. Provide guidance to volunteers as needed, offering suggestions and feedback to department staff regarding appropriate use of volunteer staff.
16. Assistance in ensuring coordinated efforts with other Development areas.
17. Assist with other Planned Giving department duties as assigned and needed.
18. Perform office administrative duties (typing, filing, handling mail, and handling incoming/outgoing phone calls) and other related duties as assigned.

REPORTING RELATIONSHIPS

This reports to the Director of Planned Giving.

In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

PERFORMANCE MEASURESMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy and completeness of accomplishing assigned goals.

EDUCATION/ EXPERIENCE

• Minimum of two years of college education or its equivalent, a BA or BS is preferred.
• 2 years of experience in an administrative assistant or secretarial position.
• Experience with a computer-based work environment and an excellent working knowledge of MS Word and Excel.

COMPENTENCIES

• Willingness to promote the mission of The Salvation Army.
• Must be able to process information quickly and accurately.
• Excellent communication (verbal and written) and interpersonal skills, using diplomacy and good judgment with confidential communications.
• Knowledge of or a willingness and aptitude to learn the concepts involved with planned giving.
• Demonstrated ability to use initiative and be a self-starter.
• Ability to engage others with a professional and sincere approach.
• A personal style that exhibits the principles and values of the Army.
• Demonstrated excellence in attention to detail.
• A positive attitude and the ability to be flexible considering changing job situations/priorities.
• An understanding of how to effectively work with diversity in the workplace.
• An ability to work with confidential material.

POSITION LIMITATIONS

• This individual will only commit The Salvation Army resources that have been allocated or approved.
• This individual will keep the Director of Planned Giving and Executive Director of Development and Communications informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.
• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.