Job Description
Cleveland Metroparks is seeking a detail‑oriented and donor‑focused Development Department Administrator to provide essential administrative, operational, and donor‑related support to the Chief Development Officer and the broader Development team. This role is central to ensuring the department runs smoothly, serving as a key point of contact for donors, staff, and the public while managing core fundraising operations with accuracy and care.
The Department Administrator manages scheduling, correspondence, and meeting coordination while overseeing critical fundraising functions including gift processing, donor database integrity, financial reporting, and donor acknowledgment communications. This position is ideal for an organized, personable professional who excels at problem‑solving, managing multiple priorities, and delivering a polished, donor‑centered experience.
Key Responsibilities:
- Provides administrative support for the Development department, including meeting coordination, supply ordering, invoice processing, inventory management, and event logistics
- Maintains the donor database by updating donor details, contact information, relationship links, and other constituent records
- Manages and coordinates the Chief Development Officer’s calendar, ensuring accurate scheduling and timely coordination of meetings
- Accurately processes donations and grants, ensuring the integrity of donor and financial records
- Prepares, edits, and personalizes donor acknowledgment letters consistent with department standards
- Generates and distributes daily gift reports and coordinates timely donor recognition
- Reconciles gifts, produces contributed income reports, and processes deposits in accordance with audit standards
- Serves as the first point of contact for donor and public inquiries, providing professional, donor ‑centered service
- Coordinates in ‑kind donations and supports donor events and special projects
- Assists with budget tracking, invoice processing, purchase card coding, and other financial recordkeeping
- Acts as a problem ‑solving liaison across divisions to keep department operations running efficiently
Qualifications
Education and Experience:
- An Associate degree in business administration, nonprofit management, communications, public relations, marketing, or a related field is required; a Bachelor’s degree is preferred.
- Minimum two years of experience in administrative support, database management, finance, customer service, donor relations, nonprofit administration, or fundraising operations preferred.
- An equivalent combination of education, training, and directly transferable experience will be considered
Qualifications:
- Valid driver’s license
- Experience with Raiser’s Edge or similar CRM/donor database
- Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and Adobe Acrobat
- Basic accounting skills and familiarity with financial procedures
- Ability to support budgeting, expense tracking, purchase card coding, invoice processing, deposits, and related financial records
- Experience operating office equipment (printers, scanners, mailing systems) and organizing both physical and digital documents
- Excellent writing and editing skills, particularly for donor communications
- Strong attention to detail and accuracy in data entry and financial reporting
- Skilled at prioritizing and managing multiple responsibilities with strong organizational habits
- Professional, donor ‑centered approach with excellent interpersonal skills
- Discretion and sound judgment in handling confidential information
- Follows and promotes the ethical guidelines outlined in the Association of Fundraising Professionals (AFP) Code of Ethics and AFP Donor Bill of Rights
- Ability to work independently and collaboratively across departments
Work Days: Monday – Friday with occasional evenings and weekends to support operational needs
Application Deadline: Open until filled
