Administrative Project Manager

Overall Purpose of this Role: The Project Manager is responsible for implementing processes, coordinating internal donor relations activities and maintaining data integrity in support of departmental efforts. This role will collaborate effectively cross-departmentally to help advance the organization’s fundraising initiatives and ensure cohesion between all areas. 

KEY ACCOUNTABILITIES:

Donor Relations

• Serve as a key stakeholder in managing the organization’s donor recognition and stewardship plan for donors of all levels, ensuring that the donor experience fulfills the HFUW’s strategic imperative.
• Work closely with Senior Executive Assistant to the President and CEO to facilitate correspondence and outreach with current and prospective donors.
• Provide administrative functions related to donor relations including the printing and assembly of mail items.
• Coordinate with the Finance Department on donor relations and event sponsor related billing and collections as appropriate.
• Provide telephone support for the Resource Development team. including but is not limited to answering calls, recording, and delivering accurate messages, referring complaints and requests for information to appropriate staff, and following up as needed.
• Prepare draft communication, edit and process outgoing correspondence, including mass mailing items and any additional communications and marketing materials. 

Prospect Research and Data Integrity 

• Record accurate internal processes, manage office files and other duties as assigned. 
• Responsible for maintaining appropriate information in the customer relationship management (CRM) software. 
• Collaborate with Vice President of Resource Development, Major Gift Officer, and Individual Giving Manager to create documents for donor visits and prospecting initiatives. 
• Ensure the accuracy of shared information, correspondence, internal databases and disseminated materials for all supported programs.
• Identify prospective donors and members both inside and outside traditional campaign settings and market segments.
• Review and edit mailing lists.

Department Coordination

• In consultation with department colleagues, develop and implement project management plans to support HFUW fundraising priorities and goals, with an emphasis on consistency in strategy and analytics.
• Maintain strong relationships with members of the organization’s Engagement Team (Donor and Volunteer Experiences and Resource Development).
• As assigned, support account managers and other fundraising activities, including year-round engagement, and executing employee campaigns. 
• Participate in special events throughout the year.
• Other duties as assigned. 

FUNCTIONAL COMPETENCIES / ACCOUNTABILITIES:

Attributes and Behaviors:  

• Mission Focused: Create real social change that leads to better lives and healthier communities.
• Relationship-Oriented: Cultivate and manage relationships toward a common goal.
• Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement. 
• Results-Driven: Dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of the greater network.  

Education and Experience:

• Bachelor’s degree or equivalent preferred.  Equivalent combination of education and experience may be considered in lieu of degree. 
• 3 years of experience in a project or campaign management-oriented role.
• Prior experience working in the non-profit sector preferred.
• Must be able to type 55+ WPM minimum.
• Proficiency using Microsoft Office products including Word, Excel, PowerPoint, Teams and Outlook required.
• Proven proficiency with technology, including Windows operating system, Zoom, WebEx and other electronic professional resources.
• Experience with mass mailings and mail merges required.
• Experience working with senior level executives/community leaders and their respective office support.
• Ability to translate ideas quickly and efficiently into trackable, actionable plans.
• Strong organizational skills, detail oriented with ability to manage multiple projects simultaneously, and to work calmly under the pressure of competing priorities and deadlines.
• Valid Florida Driver’s License and ability to travel within tri-county area required.

PHYSICAL DEMANDS:

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 30 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer.  Demands also involve protracted concentration. Job involves frequent and routinely intense public contact.