At San Diego Foundation (SDF), we are committed to inspiring enduring philanthropy and enabling community solutions to improve the quality of life throughout our region. The Development & Stewardship Division supports this mission by building strong relationships with donors, fundholders, and community partners while providing responsive, high-quality philanthropic services.
The Donor Services team plays a central role in delivering a positive donor and fundholder experience through customer service, gift and fund administration, grantmaking support, database management, reporting, and operational coordination.
The Administrator, Donor Services provides administrative and operational support to donors, fundholders, and members of the Development & Stewardship team. This position serves as an initial point of contact for donor and fundholder inquiries, supports fund and gift administration, maintains accurate constituent and fund records, prepares reports, and contributes to efficient and consistent Donor Services workflows.
The ideal candidate is highly organized, detail-oriented, service-minded, and comfortable managing multiple priorities in a collaborative environment. This role is well suited for someone who enjoys administrative work, working with data and systems, and supporting a high level of customer service.
This is a hybrid role with weekly onsite requirements at SDF’s Liberty Station headquarters in San Diego.
Essential Responsibilities:
Donor & Fundholder Services
• Serve as an initial point of contact for donors and fundholders, responding to inquiries, providing general assistance, and connecting individuals with the appropriate staff member when additional support is needed.
• Support donors and fundholders with contributions, grant recommendations, fund activity, and other routine service requests.
• Develop working knowledge of gift and grantmaking workflows to provide accurate and timely administrative support.
• Prepare new fund agreements, fund change forms, and related documentation while following established policies, procedures, and approval workflows.
• Support donor stewardship activities, including welcome letters, acknowledgments, correspondence, mailings, and other donor communications.
• Build and maintain online donation pages for donor-advised and other funds using established templates.
• Provide occasional administrative and logistical support for donor meetings, events, and engagement activities.
• Deliver responsive, professional, and service-oriented support consistent with SDF’s commitment to world-class philanthropic service.
Fund Administration & Operational Support
• Maintain accurate electronic files, tracking systems, templates, and administrative records that support efficient Donor Services operations.
• Process and track fund-related documentation to ensure information is complete, accurate, and maintained according to established procedures.
• Support routine gift, grant, and fund administration activities in coordination with Donor Services, Gift Processing, Finance, and other internal teams.
• Assist with data pulls, reports, and operational information related to donations, grantmaking, funds, and donor activity.
• Support ongoing process improvements that strengthen accuracy, consistency, efficiency, and the donor experience.
• Cross-train on key responsibilities within Donor Services and Gift Processing and provide backup coverage when needed.
• Assist with special projects and department initiatives as assigned.
Database Management & Reporting
• Maintain accurate constituent, fund, gift, and related records within Raiser’s Edge, Financial Edge, GrantedGE, and other applicable systems.
• Follow established data entry standards, procedures, and quality-control practices to support database integrity.
• Maintain accurate use of constituent codes, attributes, queries, reports, and other database fields.
• Develop proficiency in SDF’s Blackbaud and related systems and remain current on system capabilities and applicable workflows.
• Support staff with routine data requests, queries, exports, and reports.
• Identify data inconsistencies or errors and work with appropriate team members to resolve them.
• Assist in maintaining documentation and standards related to database use and administrative processes.
Cross-Functional & Organizational Support
• Collaborate with colleagues across Development & Stewardship, Finance, Community Impact, and other departments to support donor and fund administration.
• Provide occasional front desk telephone and in-person reception coverage as needed.
• Support organizational initiatives, events, and administrative projects as assigned.
• Contribute to a collaborative, inclusive, service-oriented, and solutions-focused team environment.
Required
• Minimum one (1) year of experience in administrative support, customer service, operations, or a related function in a professional office environment.
• Demonstrated ability to manage administrative systems, records, and workflows with strong attention to detail, accuracy, and timeliness.
• Strong customer service orientation and ability to interact professionally with donors, fundholders, colleagues, and external stakeholders.
• Ability to work independently, manage multiple assignments, prioritize competing responsibilities, and meet deadlines.
• Demonstrated initiative and problem-solving skills, including the ability to identify issues and recommend or implement appropriate solutions.
• Dependable and collaborative team member with a positive, professional, and adaptable approach.
• Strong interpersonal, verbal, and written communication skills.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Experience with database applications, data entry, record management, and report generation.
• Ability to learn new systems, processes, and technology.
• Ability to work effectively in a fast-paced and changing environment.
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