The Development and Office Coordinator (DOC) plays an integral role in keeping SquashBusters’ headquarters and development operation running efficiently and effectively. The DOC is responsible for supporting the Development Team, comprised of the Chief Executive Officer, Chief Development Officer, Providence Executive Director of Development and Partnerships, Manager of Foundation Relations and Communication, and Development Associate with all administrative duties. This includes a variety of activities related to donation tracking and processing, board support, event preparation, marketing, and mailings. The DOC also takes on primary responsibility for general office management, including maintaining supplies, organizing the mail, and checking the SQB main voice mailbox. Finally, the DOC also supports the Operations Team with administration of certain technology, benefits, and hiring practices. This person is a team-oriented self-starter who takes initiative to problem solve and provide support where needed. The role is expected to require 40 hours a week with a few heavier weeks throughout the year surrounding key fundraising events. The role requires four in-person days per week and the ability to work remotely on the fifth day if residing in a state where SQB operates.
Development Support (50%)
- Donation processing
- Process incoming pledges and donations, generating gift acknowledgements, entering/updating details in Classy and Salesforce, and creating donation reports as needed to track fundraising progress.
- Document and prepare donations made by physical check for deposit.
- Prepare thank you letters to donors and supporters, tracking process and deliveries in Salesforce.
- Coordinate with Finance Team to reconcile donation entries between Salesforce and QuickBooks.
- Manage donor databases and communications
- Manage database and communication tools used by the Development Team, including Classy, Mailchimp, and Salesforce.
- Maintain accurate an updated account and contact information in databases.
- Board Support – Support the Board of Directors and Advisory Council, managing scheduling, communication, meeting materials, document management and taking and editing meeting minutes.
- Support with major fundraising event preparation as needed, creating labels, sorting swag, stuffing bags, etc.
- Coordinate annual mailings to SQB’s major stakeholders by preparing lists, labels, and postage, assisting with assembly, and arranging USPS pickup.
- Support the CEO with expense reconciliation.
Office Management (35%)
- Support the Director of Program Operations & Partnerships with set-up and maintenance of staff and student laptops and printers.
- Manage office supplies and machinery, keeping inventory stocked and in working order.
- Oversee communication that comes in through SQB’s general email inbox and voicemail, responding to messages or directing them to appropriate team members as appropriate.
- Sort and distribute incoming mail and packages and facilitate pick-up or drop-off of outgoing materials.
- Coordinate with facilities partners as needed for office upkeep and event preparation.
Human Resources Support (15%)
- Assist with preparations for full-staff meetings and professional development opportunities, including space and material prep, food ordering, parking validation, etc.
- Support Operations Team and Hiring Managers with scheduling interviews, following up with candidates, and preparing interview spaces and materials as needed.
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 communication skills; 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 from a variety of backgrounds, formal DEI trainings a plus
- Willingness to “roll up sleeves” to execute on day-to-day activities 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
- Availability to work approximately four weekend events per year.
- Annual salary, starting in the mid 50’s, commensurate with experience
- Retirement plan with employer matching up to 5%
- 5 paid company holidays and days off plus an additional 20 vacation days (with some restrictions)
- Subsidized health, dental, and vision insurance offered, including one 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
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.
Apply for this position
All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, citizenship or immigration status, or any other protected classification, in accordance with applicable federal, state, and local laws. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding programming and service to our students and families and contributing to the financial success of the organization, its constituents, and its employees. Equal access to programs, services, and employment is available to all qualified persons. Those applicants requiring an accommodation to complete the application and/or interview process should contact a management representative.