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Finance & Administrative Coordinator

Abingdon, VA

Relocation expenses: Not paid

Entry Level
Full time
1 - 2 years of experience
Associate Degree

Published on 22 Feb 2022

Expires on 22 Feb 2022

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Finance & Administrative Coordinator

The Finance & Administrative Coordinator is responsible for assisting the Director of Development with management of the fundraising and client relationship management (CRM) database including data entry, data reporting, overseeing implementation and maintenance of the system. This position should analyze data to identify inaccuracies and technical problems and deliver solutions to meet the needs of internal and external stakeholders. The position provides operational and administrative support to the Development Department, Finance Department and all users of the CRM database. The Coordinator serves as a liaison with Development, Finance and CRM database software vendor.

This position provides administrative support to the department, which includes the Director of Development, Development Coordinator and the VP of Development and Outreach.  The Finance & Administrative Coordinator reports to the Director of Development and must be able to manage a regular schedule of time sensitive tasks along with multiple requests for assistance in a professional and organized manner.  The Finance & Administrative Coordinator provides excellent customer service in person and via telephone acting as the first impression of the organization. 

Areas of Accountability:

  • Maintain strict confidentiality of all donor information.
  • Serve as liaison between Development and Finance to develop and implement most efficient and effective processes.
  • Review and process all gifts from individuals, employees and/or corporations.
  • Support Development and Finance by providing donor reports as needed.
  • Audit and ensure accuracy of reports and data for Development and Finance departments.
  • Work closely with the Finance department to ensure accurate pledge/gift processing.
  • Manage accounts receivables and collection efforts.
  • Assist in retrieving and preparing data for annual financial audit.
  • Support the creation of processes and procedures to ensure efficiencies in support of various departments.
  • Assist in training current and new users to implement processes and procedures to ensure compliance with CRM and Finance guidelines.
  • Track application issues with vendors and communicate issues to key stakeholders, including management and end users.
  • Responsible for overseeing the donor recognition process.
  • Oversee digital fundraising tools.
  • Lead and coordinate donor mailings, track donations, recognition of donors and communication with donors regarding inquiries, donations, invoices, and as requested.
  • Monitor campaign progress tracking and other data-oriented campaign processes.
  • Manage and track all gift acknowledgments for donors.
  • Create reports from campaign and donor databases.
  • Maintain up-to-date contact information for individuals and companies in United Way’s database.
  • Work with the system support group to troubleshoot any technical issues in the donor database and other software used by the department.
  • Work in conjunction with other Development Team Members in the planning, organizing and carrying out of special events and projects.
  • Schedule and make arrangements for all meetings.  Maintain the department's calendar and notify members of meetings while processing reports and exhibits used in these meetings.
  • Perform complex and confidential functions including developing and/or typing written correspondence and meeting minutes.
  • Manage support resources, materials and equipment to assure smooth operation of department needs.
  • Develop and maintain an electronic filing system along with a central paper filing system.
  • Answer incoming calls, handle general telephone inquiries and route calls and messages to the appropriate person.
  • Provide excellent customer service to partners, key donors and prospects.
  • Participate in all events and activities demonstrating the ability to be a good colleague, proactive collaborator and team builder.
  • Perform other duties and assume other responsibilities as assigned.

Experience and Skills:

  • Background in accounting principles.
  • Previous experience with non-profit organizations in fundraising, resource development, and/or finance preferred.
  • Previous experience working with Client Relationship Management (CRM) software desired.
  • Strong commitment to maintaining integrity and confidentiality of donor information.
  • Advanced knowledge of Microsoft Office, specifically Excel, Word and PowerPoint.
  • Proven ability to collect, manipulate, and utilize large amounts of data, and interpret data so that it provides meaningful and actionable information.
  • Ability to work in a fast paced, dynamic environment and prioritize responsibilities.
  • Ability to juggle several tasks at once and to effectively establish and manage deadlines essential to the completion of work.
  • Ability to interact and work in partnership with diverse groups of staff, volunteers, donors and other stakeholders.
  • Good verbal communication skills, especially when asking questions, listening to and obtaining clarification on complex instructions.
  • Ability to clearly communicate complex data in an understandable way to a variety of audiences.
  • Personal and professional integrity when working independently, when using United Way resources, when handling donations and donor correspondence, and at all other times.
  • Pleasant professional manner and willingness to assist where needed.
  • Ability to work effectively with other staff, volunteers and community leaders while managing multiple priorities and tasks, achieving results, and meeting deadlines.
  • Self-motivated and independent, with a strong sense of focus, follow-through and organization.
  • Aptitude for logistics and willingness to recommend and make ongoing improvements to United Way’s office functioning.
  • Possess excellent verbal and written communication skills, organizational and prioritizing skills, and relationship-building skills.

Educational and/or Experience – Associate’s or Bachelor’s Degree from accredited two/four-year college or university:  previous experience in finance and/or related non-profit experience in fundraising, resource development, including gift solicitations, stewardship, donor recognition and administration preferred.

Residency and TravelIt is preferred that applicants reside in the area and are available to attend early morning, evening, and/or weekend meetings on a periodic basis, and should be able to travel independently throughout Southwest Virginia.

Language Skills - Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

Mathematical Skills - Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Certificates, Licenses, Registrations - Valid driver's license and automobile insurance required. Access to high-speed internet at home required.

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is required to stand, walk and climb steps. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information - This job also requires the following skills: Critical thinking, leadership skills, problem solving, professional demeanor, customer service, persuasive/negotiation, people skills, listening skills and extensive knowledge of fundraising principles, techniques and public speaking.

United Way of Southwest Virginia is an equal employment opportunity employer. Qualified applicants will be considered for vacancies without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, pregnancy, childbirth or related medical conditions including lactation, age, or status as a veteran or other category protected under applicable state or municipal law. United Way of Southwest Virginia will reasonably accommodate the disabilities of qualified applicants to permit them to perform the essential functions of the subject position.