Development and Office Coordinator

About SquashBusters

SquashBusters is a 28-year-old sports-based youth development program that uses a combination of squash, fitness, academic support and enrichment, community service, and mentoring to improve the lives of youth in Boston, Lawrence, and Providence. SquashBusters’ mission is to challenge and nurture youth in these cities – as students, athletes, and citizens – so that they can recognize and fulfill their greatest potential in life. SquashBusters currently serves 300 middle school and high school students who practice three days a week throughout the school year and participate in weekend practices, tournaments, and summer opportunities. After high school graduation, students join the Post-Secondary Success Program, and a dedicated staff team supports them in their chosen post-secondary path, and provides career development, internship placement, and employment opportunities. SquashBusters currently serves 180 post-secondary students, and with our first class of Providence high school seniors graduating this spring, the program is growing. In Boston, programming takes place at the Badger-Rosen SquashBusters Center located on Northeastern University’s campus. In Providence, we work and play out of the Gorgi SquashBusters Center on the campus of Moses Brown School.  In Lawrence, we are in the process of building a facility, in partnership with the City of Lawrence and others, that will literally break new ground for the urban squash movement. Our core values are: Love, Honesty, Attention, Teamwork and High Standards. Do these match yours?

Overview:

The Development and Office Coordinator (DOC) plays an integral role in ensuring SquashBusters’ headquarters and development operations run smoothly and efficiently. The DOC supports the Development Team, which includes the Chief Executive Officer, Chief Development Officer, Providence Executive Director of Development and Partnerships, Lawrence Executive Director of Development and Partnerships, Manager of Foundation Relations and Communication, and Events Manager, by handling various administrative duties. Responsibilities include donation tracking and processing, board support, as well as assistance with event preparation and mailings as needed. Additionally, the DOC oversees general office management, maintaining supplies, organizing mail, and checking the SQB main inbox. This role requires a team-oriented self-starter who proactively solves problems and provides support where needed. It is a full-time position (40 hours per week) with occasional heavier workloads around key fundraising events. The role requires four in-person days per week, with the flexibility to work remotely on the fifth day if residing in a state where SQB operates.

Reports to: Chief Development Officer

Supervisory Responsibility: None

Responsibilities:

Development Support: Donation Processing & Tracking (65%)

  • Maintain daily oversight of mail and SQB accounts, receiving and tracking incoming checks and deposits.
  • Process incoming pledges and donations through channels such as, Fidelity DAF, Benevity, Brightfunds, PayPal, CyberGrants, PWC, YourCause LLC, GivenGain, Classy, and Cauze Charitable; log all pledges and receivables.
  • Generate gift acknowledgements, entering/updating details in the Master Donation Log, Salesforce and Classy.
  • Maintain daily communication with the development and finance teams regarding all donations to ensure proper classification of all transactions.
  • Provide Development Team with timely reports of monies received and indicate what actions, if any, team members need to take.
  • Create monthly donation reports and meet to reconcile donations with finance department.
  • Document and prepare donations made by physical check for deposit.
  • Prepare and track thank you letters to donors and supporters in Salesforce.
  • Manage database and communication tools used by the Development Team, including Classy, Mailchimp, and Salesforce; Maintain accurate and updated account and contact information in databases.

Development Support: Board & Event Logistics (15%)

  • Attend all Board meetings, handling logistical needs, including space and technology set-up.
  • When necessary, support the Manager of Foundation Relations and Communication (MFRC) with scheduling, communication, meeting materials, and document management.
  • Support major fundraising events as needed by assisting development team with creating labels, sorting swag, stuffing bags, and staffing events.

Office Management (20%)

  • Ensure office inventory and equipment is stocked and in working order, managing WB Mason and copier accounts and liaising with Northeastern IT department as needed.
  • Maintain clean and welcoming office and kitchen space, facilitating team approach to organization.
  • Oversee communication through SQB’s general email inbox and voicemail, responding to messages or directing them to appropriate team members.
  • Maintain daily oversight of mail, ensuring timely distribution and communication about incoming messages.
  • Sort and distribute incoming mail and packages and facilitate pick-up/drop-off of outgoing materials.
  • Coordinate with facilities partners for office upkeep and event preparation.
  • Assist with preparations for full-staff and IC committee meetings, including space and material prep, food ordering, parking validation, etc.

Qualifications: While no one person will embody all of the qualities enumerated below, the ideal candidate will possess many of the following professional and personal abilities, attributes, and experiences. 

  • At least 3 years of professional experience in an office setting with a background in customer-service.
  • Strong organization and attention to detail; ability to communicate effectively, orally and in writing, with a variety of stakeholders, including donors, board members, staff, students/alumni, and the general public.
  • Ability to work independently and thrive in a fast-paced environment; self-motivated and proactive.
  • Reliable, responsible, disciplined, engaged, self-reflective, and open to receiving and giving feedback.
  • Ability to relate effectively to diverse groups of people; formal DEI trainings a plus.
  • Willingness to “roll up sleeves” to execute on day-to-day tasks and support the team with important priorities.
  • Strong knowledge of Microsoft Office required; knowledge of Salesforce, Classy, and/or Mailchimp a plus.
  • Comfort with databases, computers, and printers/copiers and a willingness to learn new technology.
  • Desire to develop in-depth knowledge of job responsibilities and remain in role for 3+ years.
  • Availability to work approximately four weekend events per year.

Compensation:

  • Annual salary, starting in the mid 50’s, commensurate with experience.
  • Retirement plan with employer matching up to 5%.
  • 25.5 paid company holidays and days off plus an additional 16 vacation days (with some restrictions)
  • Subsidized health, dental, and vision insurance offered, including a health plan with a 100% premium subsidy.
  • Fully subsidized life insurance and disability insurance, with options for supplemental coverage.
  • Subsidies for cell phone use, public transportation, and gym memberships available.

 To Apply:

Please submit a resume and cover letter to Rachel Koury at recruiting@squashbusters.org.

SquashBusters is an equal opportunity employer and strives to reflect the diverse community it serves. SquashBusters is committed to promoting diversity and inclusion and looks to all its staff members to foster and promote its values. We believe in an intersectional approach to diversity, equity, and inclusion, where all of the various forms of oppression are addressed, challenged, and dismantled. Our primary focus is on racism because we live in a society that is so resistant to, and uncomfortable with, discussions of racism. 

 

 

Job Type: Full Time
Job Location: Boston