ESSENTIAL JOB FUNCTIONS

• Serve as administrator and is responsible for all eTap and external database activities including user security and training; queries, exports and imports, reports; and systemic data maintenance, conversions, and updates.
• Maximize the functionality of eTap and external databases by identifying and implementing opportunities for improvement and best practices to most effectively manage all stakeholder data and help meet advancement goals.
• Primary contact for new and existing members and donors of Mechanics’ Institute in-person, phone or email. Must have exemplary customer service skills with ability to communicate across a broad range of constituencies. Assist with check-in at events and other programs assisting with membership as requested.
• Process all fundraising financial information and adjustments and coordinates with the accounting team to reconcile revenue with Finance Manager including:
  • Accurate data entry for all gifts and membership - checks, processing credit cards and online
  • Generate acknowledgement letters, renewal notices and gift receipts for all gifts and memberships, including in-kind, within the required timeframe
  • Work with Sr. Director of Advancement and senior leadership as primary liaison to members and donors ensuring policies, processes and procedures are maintained, updated, and followed
• Produce regular gift and pledge reports (i.e., weekly, monthly, quarterly) for Development Team analysis and meetings.
• Create queries, exports and customized reports for development and marketing purposes.
• Develop and deliver a system for revenue tracking, reporting, and forecasting which supports informed strategic decision making
• Develop and deliver ongoing stewardship reports to facilitate a donor-centered approach to enhance retention and upgrades
• Collaborate with development team to leverage the database and its functionalities to meet development and organizational goals
• Enter notes and update actions, sometimes on behalf of executive and development staff, to keep donor outreach and processes moving in a timely manner
• As needed, work with senior leadership to produce reports, coordinate meetings and provide support on weekends or after hours at events
• Other duties, as appropriate and assigned.

​MINIMUM QUALIFICATIONS

• Undergraduate degree in related field, or an equivalent combination of education and experience in lieu of a degree 
• Minimum of 2-3 years' experience with CRM tools and database management including knowledge of best practices in fund development data entry, use of data analytics, and basic financial accounting.
• Demonstrated knowledge of databases and an affinity for technology and computers including exporting and analyzing data, list generation and mail merges with ability and knowledge of CRM tools and ability to quickly learn software and systems.
• Excellent written, verbal and interpersonal communications skills to interact effectively and diplomatically with individuals across all areas of the organization including members and donors, staff, trustees and the public.
• Excellent organizational skills with ability to work on multiple projects with team and to meet deadlines with attention to detail under general guidance and supervision.
• Proven record of experience utilizing analytical and problem-solving skills. The ability to take data, transform it into useful reports, and disseminate it to the right staff is critical
• Exemplary customer service skills. Excellent oral and written communication skills; strong interpersonal skills
• Excellent time management, triage, and customer service skills
• Experience training users of databases
• Ability to work with minimal supervision using independent discretion and judgement
• Commitment to results; “can-do” mindset; outstanding problem-solving ability
• Passion for supporting library and cultural arts organizations
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint

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