Fund Development | Administrative Coordinator
• Fund Development Administrative Coordinator
• Full-Time, 40/hrs./wk.
• Non-exempt
II. REPORTING RELATIONSHIP:
• Reports to Fund Development Director
III. SUMMARY OF RESPONSIBILITIES:
Responsible for providing administrative, reporting, invoicing, Bloomerang donor database
management, and donation processing support to the Fund Development department. Position
works closely with the Fund Development Director (FDD), Fund Development Team, and Executive
Director (ED).
IV. QUALIFICATIONS:
• High School graduate
• Experience in donor administration or similar
• Database experience
• Computer proficient (MS Office)
• Grant management skills
• Customer service expertise skills
• Ability to maintain a high degree of confidentiality
V. COMPETENCIES:
• Ability to prioritize and complete multiple tasks to meet deadlines
• Ability to grasp the big picture while giving attention to details
• Ability to show initiative in troubleshooting and problem solving
• Ability to simplify projects
• Excellent writing skills and computer proficiency
• Critical thinking abilities
• Knowledge of fund development processes
• Experience working in inclusive and diverse environments
• Excellent people skills in person and by phone
VI. GENERAL PERFORMANCE STANDARDS
Although each employee is expected to meet the requirements of their job description, employees
of CASA are also expected to maintain high standards of productivity, cooperation, attendance,
efficiency, and economy in their work. Work habits, behavior, attendance, performance results,
productivity, policy adherence, or any other relevant factors of an employee must be maintained at
appropriate standards. All employees are responsible for promoting CASA in the community when
appropriate to increase awareness, recruit volunteers, and gain additional financial support.
VII. PHYSICAL REQUIREMENTS AND FREQUENCY:
• Requires the use of office equipment, such as computer terminals, telephones, copiers,
check processing, fax machines, etc.
• Requires corrected vision/hearing to normal range
• Requires eye-hand coordination and manual dexterity
• Requires prolonged sitting and/or standing
VIII. CRITICAL TIMES OF PRESSURE:
• Completion of projects in a timely manner
• Weeknight and weekend commitments when necessary
• Monthly and quarterly invoicing
• Special campaigns, Light of Hope fundraising events in the fall and spring, Night of Hope,
and CASA’s Fore the Kids Golf Tournament
• Preparation for and assistance during annual financial audit and annual report
IX. ESSENTIAL JOB FUNCTIONS:
A. Provide administrative and other support to the Fund Development
Department to include, but not limited to, the following:
o Creating, copying, and distribution of correspondence including donor letters, pledge
letters, tax credits, thank you notes, and other documentation.
o Pull lists from database and assists with donor research, letters of inquiry, proposal
letters and grants, as needed.
o Acquire and maintain a high level of database knowledge and assist Fund Development
Team as required.
o Assist with fund development reports, projects, events, and mailings, as assigned.
B. Coordinate and complete reporting, grant monitoring, including but not limited
to:
o Invoice grantors monthly, quarterly, or annually as necessary. To include collection of
timesheets and paystubs, calculation of specific salary and fringe amounts based on the
grant, and input into specific spreadsheets/grant portals.
o Allow enough time to prepare and ensure invoices are submitted by monthly/quarterly
due dates.
o Process mailed check or automated grant payments.
o Tracking of grant timeline, to include, start of contract and end of contract, as well as
any new point of contact. File all required documentation accordingly.
C. Responsible for maintaining the fund development donor files to include, but
not limited to, the following:
o Input all donations and donor activities into the database.
o Process all donations, prepare deposits, prepare reports for accountant for monthly
close out and reconciliation.
o Invoice outstanding pledges (pledge tracking/receivables), follow write-off procedures
and meet with Fund Development Director monthly to determine next steps for unpaid
balances.
o Monitor, record, and maintain Circle of Impact pledges/donations, and provide updates
to the Fund Development Director monthly.
o Produce selective mailing lists based on constituency and other variable criteria.
o Coordinate the processing of credit card and ACH payments on a monthly and as
needed basis.
D. Work with the Fund Development Director, Executive Director, and
Communication Manager to facilitate stewardship activities as needed,
including, but not limited to:
o Tracking and recording Business Partner benefits, sending reminders/ticklers, and
scheduling.
o Monitor and coordinate completion of donor stewardship activities following the Donor
Stewardship Plan as required by Fund Development Director.
o Send lists of donation amounts, and donors contact information to Fund Development
Director and Executive Director after donations are processed.
E. Miscellaneous to include, but not limited to, the following:
o Keep Fund Development Director and Executive Director apprised of issues or concerns
relevant to grant funding, donation processing, and stewardship activities.
o Participate in FD Strategic Planning Process on an annual basis.
o Assist with fundraising events as assigned.
o Cover the front desk in rotation with the Fund Development Team.
o All other duties as assigned by Fund Development Director.
X. SALARY RANGE:
$38,723 - $61,272
CASA is an EOE and Drug Free Workplace
I. POSITION TITLE/STATUS:
Updated 06.2026
Updated 06.2026
