Planned Giving Administrative Assistant

LOCATION: Southwest Divisional Headquarters

DIRECT SUPERVISOR: Planned Giving Directors

STATUS: FTE / Hourly

MISSION STATEMENT:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

QUALIFICATIONS:

High School Diploma or Equivalent required

Associates degree preferred

Minimum of 4 years previous Administrative Assistant experience

Superior verbal and written communication skills

Type minimum 65-75 wpm

Computer literate in MS Office Suite and related products and software

Must work well within a team

Able to prioritize and organize multiple tasks and projects to completion

Able to support the Salvation Army’s mission

RESPONSIBILITIES:

PGD Support

Maintain all files (hard copy and digital) in an appropriate manner for two Planned Giving Directors

Assist as needed in entering new Estate Distribution notifications into the TSAMM database and submit changes as required to Gift Services Department

Submit Gift Planning notifications for each GP Director into the TSAMM database and submit changes as required to Gift Services Department

Maintain a comprehensive record of all TSAMM submissions for follow up as needed

Prepare and mail handwritten thank-you Hope Brigade note cards weekly for all donors and prospects assigned to each GP Director for any outright gift that week as part of the stewardship package

Call donors to verify address or phone numbers as needed

Answer all incoming calls, take messages or forward to appropriate Planned Giving Director

Create and modify documents using MS Office Suite

Perform general clerical duties, including copying, faxing, mailing and filing

Perform marketing initiatives, (i.e. investigate newspaper options for various cities)

Conduct mass mailings (newsletters, invitations, announcements, Christmas cards, postcards, etc.)

Coordinate seminars (compile invitation list, produce and mail packets, take reservations, and follow up)

Develop and manage a prospect, donor and professional advisors database for Directors

Responsible for general correspondence, various reports, projects and ordering supplies

Prepare gift proposals using specialized Planned Giving software after receiving training (Crescendo)

Develop and maintain statistical reports (Gift Report and Lead Tracking Report)

Schedule and place newspaper ads based on the schedule for each Planned Giving Director, and maintain record of expenditures

Expedite requests and inquiries from donors, prospects and Planned Giving Directors in an effective and professional manner

Update donor hard copy files in conjunction with Portfolio database and Excel database for each Planned Giving Director

Enter data and attachments into donor records in Portfolio for each Planned Giving Director for over 400 donors

Fulfill requests from Major Gift Officers and Estates Director to assit in their investigations of our donors

Coordinate monthly Departmental staff meetings (send meeting notice, prepare agenda, coordinate room and lunch)

Answer phone and fulfill requests from donors, prospects and other departments

Forward all written requests for our products to the appropriate Planned Giving Director and maintain tracking report of all inquiries

Submit Gift Reports to Territorial Headquarters and Command Finance Council

Backup support to other Planned and Major Gift Directors

Occasional special assignments from outside of Planned Giving / Development Department

Any other duties as assigned by direct supervisors, Planned Giving Directors, as they relate to the position of Planned Giving Administrative Assistant

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

While performing the duties of this job, the employee is regularly required to walk, stand, climb or balance, stoop, kneel, crouch, crawl and reach with hands and arms on a continuous basis. The employee must regularly lift and/or move up to 20 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Must have the ability to operate telephone, a desktop or laptop computer, as well as the ability to access and produce information from a computer, and to understand written information.