Job Description

Boys & Girls Clubs of Oakland (BGCO)

Development Admin Coordinator

Hiring Manager: Vice President, Advancement & Development

Type: Full-Time, Exempt

Annual Salary: $75,000

Overview

The Administrative Development Coordinator is the operational cornerstone of the Advancement Team, focused on executing critical administrative, data management, and compliance tasks essential to BGCO's fundraising success. This role ensures the seamless and accurate processing of all donations, maintains the donor database integrity, and provides vital logistical support for events and grant tracking. This position reports to the Vice President, Advancement & Development, and enables the team to secure the resources needed to support over 2,000 youth in East and West Oakland.

Core Responsibilities

1. Donor Database and Gift Processing

• Gift Entry & Reconciliation: Process all incoming donations (cash, checks, online, stock, in-kind) accurately and promptly in the donor database (CRM).
• Database Integrity: Maintain the accuracy, completeness, and cleanliness of donor records, managing contact updates, preference flags, and gift histories.
• Financial Oversight: Reconcile donation batches daily and monthly with the Finance Department, ensuring alignment between the CRM and General Ledger (GL) reports.

2. Donor Stewardship and Acknowledgement

• Tax Receipting: Manage the full acknowledgement cycle, including drafting personalized thank-you letters, generating official tax receipts, and ensuring clear communication of the non-tax deductible portion (FMV) of event tickets or auction purchases.
• Correspondence: Prepare and format professional correspondence, reports, and presentation materials for the VP of Advancement and the Board of Directors.
• Moves Management Support: Track donor communication touchpoints, actions, and research notes to support the major gift cultivation pipeline.

3. Administrative and Compliance Support

• Grant File Management: Organize and archive all essential grant documentation (proposals, reports, budget sheets, and compliance documents) for audit-readiness.
• Team Logistics: Manage scheduling, coordinate team meetings, process expense reports, and order supplies for the Advancement Team.
• Compliance: Ensure all gift processing and record-keeping procedures adhere to IRS regulations, BGCO & BGCA standards, and donor privacy policies.

4. Event and Campaign Support

• Event Logistics: Manage administrative tasks for major fundraisers, particularly the two major fundraisers Salute to Youth and Town Ball. This includes generating and managing guest lists, seating charts, coordinating RSVPs, and preparing event materials (signage, programs).
• Campaign Support: Assist in preparing mailing lists, formatting communication pieces, and managing logistical tasks for direct mail and digital solicitations (e.g., Spring Appeal, Year-End Appeal, and Community Engagements).

Qualifications and Requirements

• Associate's or Bachelor’s degree preferred, or equivalent experience in office administration.
• Minimum of 2 years of experience in an administrative support role, preferably within a fundraising or finance department.
• Technical Proficiency: High proficiency with CRM/donor database systems (Salesforce) (essential for gift processing) and advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).
• Data Competence: Exceptional attention to detail, organization, and a demonstrated ability to handle sensitive financial information with discretion.
• Communication: Excellent verbal and written communication skills, required for professional donor correspondence.
• Cultural Competence: A commitment to serving a diverse, low-income population and supporting BGCO's mission in East and West Oakland.

Work Environment

The position is based out of the BGCO administrative office but requires occasional support for evening and weekend events. Candidates must complete Livescan and staff training, maintaining strict professional boundaries and confidentiality while working with youth.

Benefit Package:

• 100% coverage of Medical (with dependent care), Dental, and Vision
• Paid Vacation, Holidays, and Sick Leave
• Long Term Disability
• Life Insurance
• Pension
• Training and professional development opportunities

To apply: Submit a resume, cover letter, writing sample to advancement@bgcoakland.org with subject line “BGCO Development Admin Coordinator.” The deadline to apply is Friday, January 30 or when the position is filled. If your submission is aligned with the position, you will be contacted.

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