CLASSIFICATION: Full time
REPORTS TO: Development Operations Manager
LOCATION: Saint Paul, MN
SUMMARY
The Development Operations Assistant provides essential administrative, data entry, and donor services support to the Development Department at Friends of the Boundary Waters Wilderness. This individual must be passionate about working well with other members of our small team and willing to fully embrace the mission of the organization. This role ensures timely gift processing, accurate records, organized systems, and logistical support for events and fundraising campaigns.
PRIMARY RELATIONSHIPS
- Our passionate members who support the protection of the Boundary Waters
- Reports directly to the Development Operations Manager
- Works to support the goals of the Development Director and Development Team
- Works effectively with other departments within the Friends on projects as needed
- Works closely with all staff and volunteers on any fundraising events
RESPONSIBILITIES
Administrative Support
- Serve as first point of contact for donor inquiries via email, phone, mail, and in person
- Assist with mailings, donor communications and stewardship activities
- Order departmental and fundraising event supplies
- Schedule department meetings and book meeting spaces
- Maintain an organized team calendar (appeals, events, grant deadlines, report dates, and communication deadlines)
- Maintain electronic and paper filing systems and assist with annual financial audit
- Participate in training, systems improvement, and special projects
- Assist in maintaining office equipment
Data Entry and Gift Processing
- Open, sort, and process incoming mail
- Process donations and prepare acknowledgements
- Process tribute gifts (memorials and honorariums)
- Track fundraising campaign pledges, including support for reconciliation of multi-year campaign pledges, payment schedules, reminders, and campaign coding in EveryAction CRM.
- Maintain accurate donor records in EveryAction CRM and perform routine data updates and cleanup
- Process gift memberships and member benefit fulfillment
Events, Vendors & Logistics
- Process event registrations in OneCause event management system and EveryAction CRM
- Support event logistics including silent auction, games, registration, item pickup and delivery
- Coordinate vendor timelines, invoices, payments and follow-ups
- Provide onsite support for all fundraising events as needed
QUALIFICATIONS
- 1-2 years of administrative or customer service experience preferred but not required
- Proficiency in Microsoft Word, Excel and Google applications
- Excellent interpersonal and customer service skills
- Proven ability to manage multiple projects at once while remaining detail-oriented
- Strong initiative and ability to prioritize tasks
- Willing to be a flexible member of a small but effective and passionate team that creates impact. This includes some evening and weekend work for the Gala and other Member events.
- Ability to handle confidential information – about donors, people, plans, and policies
- Experience with customer relationship management (CRM) software preferred but not required
- Passion for preserving the Boundary Waters Canoe Area Wilderness and its ecosystem
COMPENSATION AND BENEFITS
- $23.00 – $26.50 per hour, 40 hours per week
- Paid vacation and sick leave, health and dental insurance, and a 403(b)-retirement plan.
- In addition to paid vacation and sick leave, Friends provides a $600 stipend and five additional paid vacation days to each employee to take time off and recharge in the Boundary Waters.
- Flexible working hours and hybrid in-person/remote working options
- We encourage life-long learning and ongoing professional development.
TO APPLY
Submit a cover letter, resume, and three references:
Case McCullough
Administrative Coordinator
casey@friends-bwca.org
In the subject line of any electronic communication, please put “Development Operations Assistant.”
Applications will be accepted until June 9, 2025.
At Friends, we have a clear vision to be the place where a diverse mix of talented people want to come, to stay, and do their best work. Friends is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.