The Department Administrator provides a wide range of administrative and operational support for the Chief Development Officer and development department staff. This position serves as the department’s problem-solving point person for a wide variety of matters and ensures that the department runs smoothly by working collaboratively with other divisions while efficiently managing and prioritizing multiple tasks. The department administrator reports to the chief development officer (CDO) and assists with the CDO’s schedule, and provides administrative support as needed. The department administrator is responsible for core fundraising operations including gift processing, gift acknowledgment, and maintaining the integrity of donor data and contributed income financial records. The administrator plans and coordinates departmental meetings, prepares reports, assists in the management of department funds, and supports donor events and other special projects.

Essential Functions:

1. Regular and predictable attendance is expected and required. All Cleveland Metroparks employees must be prepared to work flexible schedules, including evenings, weekends, and/or holidays as required.
2. Performs complex administrative duties. Assists Chief and department staff with correspondence, including, but not limited to, letters and emails; maintains Chief’s appointment calendar and coordinates internal and external meetings; coordinates departmental events calendars and other departmental communications; assists staff with processing administrative requests; order supplies and manages inventory; creates and maintains department files; processes and delivers incoming mail; processes and directs requests from other departments and public.
3. Responsible for entering and maintaining constituent data in the donor database (Raisers Edge) and regularly auditing the integrity of that data. This includes, but is not limited to, address updates, constituent demographics, and relationship links. Researches biographical information as needed.
4. Accurately processes all donations and grants in the donor database on a daily basis. Produces automated and/or individualized acknowledgement letters for all gifts received in a timely and accurate fashion. Reconciles gifts, produces daily and weekly contributed income reports, and deposits donations.
5. Assists department staff in adhering to Park District finance polices. Processes invoices and maintains records for accounting/finance; creates and tracks purchase orders; processes and tracks credit and travel card expenses and maintains records; process organizational forms and coordinates follow-up with department staff; assists Chief with budget preparation; assists department staff with report preparation.
6. Oversees contracts and agreements: Prepares and reviews contracts and professional service agreements with department staff for accuracy then sends to legal department for review to legal form; follows contract tracking procedure with other departments and performs necessary follow-up.
7. Advises Park District employees on department-specific policies (e.g., VisCom request process)
8. Assists in the logistical coordination of donor events, working closely with the development team and internal staff to ensure successful event planning, execution, and follow-up.
9. Supports routine donor communications; helps schedule donor meetings and prepares materials for donor presentations to facilitate effective donor engagement by the development team.
10. Upholds the highest standards of confidentiality in handling donor information. Follows and promotes the ethical guidelines set forth in the Association of Fundraising Professionals (AFP) Code of Ethics and AFP Donor Bill of Rights.
11. Ensures compliance with applicable federal and state laws, IRS guidelines and policies.
12. Performs special projects as assigned (e.g., donor recognition research).
13. Keeps direct supervisor promptly informed of key/significant issues or concerns.
14. Carries out duties and responsibilities in a safe and efficient manner to maintain a safe work environment and surrounding area for oneself, co-workers and public. Responds to hazardous situations and/or potentially unsafe conditions by taking corrective action as capable and promptly notifying supervisory personnel.
15. Updates and enhances own knowledge by involvement in continuing education for professional growth (i.e., attends relevant conferences, seminars, in-service trainings, and certification programs)
16. Performs related duties as assigned or apparent.

Qualifications:

• Associate’s degree, bachelor’s degree preferred, with a minimum of five years of progressively responsible experience in an administrative or fundraising/donor-relations position; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Basic accounting skills and familiarity with financial terms and statements.
• Proficiency in computer usage and software programs including all Microsoft Office programs.
• Proficiency with Raisers Edge or other fundraising software; knowledge of fundraising principles and practices a plus.
• Highly detail oriented with a critical degree of accuracy regarding data entry and financial reporting.
• Strong data management, internet and research skills.
• Ability to prioritize and manage multiple tasks and responsibilities.
• Ability to develop and maintain effective working relationships with stakeholders, including employees and the general public.
• Ability to speak and write clearly, concisely and persuasively using correct grammar, spelling and punctuation with ability to communicate one-on-one or in group settings.
• Ability to perform work with a high degree of accuracy and organization.
• Management skills and strong business acumen, including problem solving, vision, ability to manage multiple programs and meet deadlines, collaboration, leadership, decision making and ability to analyze diverse facts and develop clear and concise reports and recommendations.
• Ability to work cooperatively with others.
• Mature professional attitude and considerable discretion, including ability to manage confidential information.
• Ability to perform with considerable independence and initiative.

Salary:  $55,087 – $60,000 annually (Internal equity considerations and the average salary of the peer range will be reviewed/considered before making a final offer)

Work Schedule:  Typically, Monday – Friday; some evenings and weekends required.

Filing Deadline:  Open until filled

To Apply:  Please visit our career site at www.clevelandmetroparks.com or copy and paste the following link into your web browser: