Donor and Volunteer Relations Manager

Pivot, Inc
June 11, 2019
Oklahoma City, OK
Job Type


Position Description:

Responsibilities include managing donor database, gift entry and gift acknowledgments, as well as providing weekly/monthly/annual reports, periodic data analysis and donor research. Also, source and recruit volunteers to ensure Pivot is staffed with the best and most reliable individuals, and that they are correctly utilized for the fulfillment of our mission. Will represent Pivot at various community events. Provides additional support as needed to development and communications department.

Position Qualifications:

Monitor and coordinate complex donor database system to ensure accurate record keeping and effective donor relationships, including establishing efficient structure, appropriate donor and appeal codes, mailing systems and gift tracking.
Donor database subject matter expert, keeping up-to-date with training's, updates, best practices tied to donor data management.
Responsible for daily gift and pledge data entry, coding, and fiscal reconciliation to ensure accurate data and to comply with gift reporting requirements.
Responsible for gift acknowledgment process for all individual, foundation, corporate and in-kind donors. Prepare and mail all acknowledgement letters, including thank you letters and honor-memorial gift letters. Process complex and sensitive gifts to ensure proper donor acknowledgement and confidentiality.
Maintain and update all changes of address and constituent information for donor files in database.
Prepare weekly donor reports. Assist with other statistical reports and database maintenance functions.
Provide data analysis, reporting, and tracking to support a strong and balanced fundraising plan.
Responsible for all exports and reports for direct marketing program.
Generate exports for other mailings utilizing the database including but not limited to the newsletter, annual report, event invitation lists and others.
Assist in all aspects of donor and volunteer stewardship.
Reconcile database revenue with accounting on a monthly basis.
Scan documents into document management systems or databases/upload to donor records.
Source and recruit volunteers through various techniques (databases, e-mail, social media, etc.)
Cultivate and steward volunteers for long-term engagement.
Collect information on availability and skills.
Arrange for appropriate training when needed.
Produce schedules for everyday activities and needs of organizational programs and services.
Coordinate teams of volunteers for large-scale actions.
Communicate frequently with volunteers to ensure they are satisfied and well-placed.
Keep detailed records of volunteers’ information and assignments.
Comply with data integrity, confidentiality and security policies.
Represent Pivot at various community events and speaking engagements as needed.
Maintain professional standards including confidentiality of donor information; conduct work in a manner that is ethical and sensitive to the needs of donors, development staff members and Pivot.
Other duties as assigned.
Commitment to the vision, mission and the “spirit” of agency
Ability to maintain confidentiality/privacy standards as required by the agency and the law
Strong self-initiative and self-motivation
Demonstrate willingness to learn new skills, take direction and expand role as needed to increase department and organizational capacity
Excel in time management, organization and prioritization skills
Be a team player and embrace diversity in others

Position Requirements:

Be at least 21 years of age, pass an OSBI criminal background investigation, a drug test and not be listed in any Registry of Sexual Offenders
Must be willing to work flexible hour including occasional evenings and weekends
Possess and produce a valid Oklahoma Driver’s License and current vehicle insurance verification

Two years college and/or related administrative or database experience. Experience with relational databases and data entry. Donor Perfect experience preferred. Proficient at typing in Microsoft Office applications including Word and Excel and Windows environment.
Time Management - Managing one's own time effectively.
Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to make decisions based upon information provided at the time.
Experience and references demonstrating scrupulous accuracy and attention to detail.
Ability to read, analyze and interpret general periodicals, professional journals and government regulations
Ability to write reports, business correspondence and maintain accurate statistical data using MS Word, MS Excel, MS Publisher and MS PowerPoint
Ability to effectively present information and respond to questions from fellow team members, the Board of Trustees and the general public
Extensive writing and proofreading skills
Demonstrate excellent communication, strong interpersonal and project management skills
Ability to handle multiple tasks simultaneously, meet short deadlines and pay attention to detail
Experience with proposal writing
Knowledge of fundraising techniques and strategies
Knowledge and familiarity with research techniques for fundraising prospect research
Knowledge of moves management process
Understanding of stewarding volunteers and managing relationships and expectations
Must be able to work independently with little supervision
Demonstrate a high degree of individual initiative and observe high standards of personal and professional integrity

Position Reports to:

Vice President of Development and Community Engagement

Hours and Salary:

Monday-Thursday 8am - 5pm Fridays 8am - 3pm

To Apply for this Job:

Please send cover letter and resume to

Application Deadline:

Sunday, June 30, 2019

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