Donor Relations Administrator

Description

Job Title: Donor Relations Administrator

Job Type: Non-exempt: Full-time

Job Rate: $25-$27/hour

Reports to: VP of Development & Marketing

BOYS & GIRLS CLUBS OF CARSON MISSION:

The Boys & Girls Clubs of Carson (BGCC) offers our young people a safe environment where they can have fun and be themselves, dedicated adult mentors who respect and listen to them, and outcome-based programs that empower youth to become lifelong learners.

JOB SUMMARY

The Donor Relations Administrator is a key member of the Development & Marketing team, providing administrative, donor stewardship, and board relations support that advances the mission of Boys & Girls Clubs of Carson and contributes to raising more than $2 million annually through individual giving, corporate partnerships, grants, and special events. Reporting to the Vice President of Development & Marketing, this position provides high-level support to the Vice President and CEO by helping deliver exceptional experiences for donors, volunteers, Board members, and community partners. Responsibilities include maintaining accurate donor records, preparing donor acknowledgments and fundraising materials, supporting Board of Directors communications and meetings, assisting with special events, and providing administrative support that strengthens fundraising efforts and organizational effectiveness. Success in this role requires exceptional attention to detail, sound judgment, initiative, professionalism, and a commitment to outstanding customer service. 

ROLES AND RESPONSIBILITIES

Board Liaison

• Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas and PowerPoint slides, distributing meeting packets, and managing RSVPs.
• Maintain the organization’s corporate documents, bylaws, policies, resolutions, and other governance materials.
• Track engagement and contributions for individual board members and provide regular reports on board performance.
• Facilitate planning and logistics for board committee meetings, retreats, orientation of new board members, and recertification of returning board members.
• Ensure timely preparation and dissemination of board communications and updates.
• Support the President and Board Chair in managing board governance tasks.

Database Management & Gift Processing

• Accurately enter all donor contributions and in-kind gifts into CRM (DonorPerfect).
• Prepare and send acknowledgement letters, year-end tax letters, and donor receipts in a timely manner.  
• Reconcile donations with the Finance department monthly.  
• Update donor profiles, resolve duplicate records, and maintain data integrity.  
• Maintain login credentials for platforms and update shared documentation. 
• Create custom reports and dashboards to monitor fundraising performance trends for all appeals/campaigns and events.   

Donor Stewardship

• Produce personalized thank-you letters, including tribute gifts and stock donations.  
• Assist in making thank-you calls to first-time donors.  
• Monitor and respond to donor inquiries, resolving issues professionally and courteously.  

Fundraising & Campaign Support

• Support appeal mailings by preparing lists, materials, and documentation.  
• Assist with the entry of campaign codes and tracking for digital appeals.  
• Maintain organized digital files for campaign performance and invoices. 

Event Support

• Assist with special events logistics including inventory, registration tracking, and transporting event materials.  
• Provide administrative and event support for community events and third-party fundraisers.  
• Help with setup, volunteer check-in, and day-of logistics for key events. 

Executive & Department Support

• Process incoming mail for finance, including donations and payments, and distribute other correspondence to correct staff.
• Create and submit check requests to finance
• Attend weekly team meetings and other meetings as necessary.
• Act as the point of contact among executives, employees, and external partners and schedule meetings as needed.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Screen and direct phone calls and correspondence (written and electronic).
• Create copies, scan files, and complete similar document related tasks.
• Research products and/or services needed to enhance development-related administrative and operations procedures.
• Maintain resource development supplies, collateral, filing systems and support coordination of development calendars.
• Support in other duties as assigned.

Requirements

SKILLS/KNOWLEDGE REQUIRED

• A BA degree and/or equivalent experience with a minimum of 2 years of development/fundraising experience or similar role. Experience in database management, or other fundraising/CRM system is required.
• Exceptional skills in the areas of organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem solve.
• Thrives in a fast-paced environment.
• Acts with discretion and confidentiality.
• Excellent oral and written communication skills.
• Ability to take initiative with projects to work both independently and in a team.
• A personal mission, vision and values that align with Boys & Girls Clubs of Carson.
• Prior non-profit work experience a plus.
• Proficiency using MS Word, Excel, PowerPoint, Outlook, Publisher, Canva, Adobe Photoshop a plus. Graphic design experience is a plus.
• Ability to consistently work a twelve-month position, including evening and weekend work as required. Must have reliable transportation to all work-related activities including evening and weekend work.
• A valid California State Driver’s License.

ENVIRONMENT AND WORKING CONDITIONS

Tasks are regularly performed with moderate exposure to environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, and temperature and noise extremes.

PHYSICAL AND MENTAL REQUIREMENTS

Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of standing for long periods of time, stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight up to 25 pounds.

DISCLAIMER

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

BENEFITS

• Health Insurance – BGCC pays 100% premium cost for employee
• Dental Insurance – BGCC pays 100% premium cost for employee
• Vision Insurance – BGCC pays 100% premium cost for employee
• Life Insurance – BGCC pays 100% premium cost for employee
• Long-Term Disability Insurance – BGCC pays 100% premium cost for employee
• 401(k) Retirement Savings Plan
• Paid Vacation and Sick Time Accrual
• Employee Assistance Program