Administration & Donor Database Coordinator

Birthday Wishes is a mission-driven organization, focused on improving the lives of homeless children and their caregivers by providing the joy of a birthday celebration. We serve thousands of children a year throughout New England, New York and LA. We are seeking a dynamic and flexible individual to join our team-oriented staff in our Sudbury, MA headquarters. Under the supervision of the Director of Communications & Development Operations, the Administration and Database Coordinator position involves a blending of daily operational work, administrative duties, fundraising and communications support, and database management. An essential part of this position is being able to work self-directed in a fast-paced small office setting. Responsibilities Database Management Oversee the integrity of our donor database ensuring accurate input of information and report generation Enter new records and update existing records in both the donor database and program database - records include in-kind and monetary donations, fundraising events, volunteer, and employee data Process and acknowledge all monetary and in-kind donation communications and tribute cards Run reports- weekly, monthly, fundraising event recaps, and ad hoc reports as needed Financial Administration Process all invoices by uploading and entering into bill.com File invoices and financial records following set procedures Prepare weekly deposit log and make weekly bank deposit Pull reports and assist in weekly reconciliations Work with Executive Director on other financial admin tasks as needed Program Administration Update shelter records and contact information in database Data & Reporting Run donor reports and provide synopsis of information Office Management Track and order office supply usage for Natick office Maintain organization of office supply closet Monitor Long Island office supply expenses Provide administrative support to Executive Director as needed Greet office visitors including donors, service groups and volunteers Qualifications Proficiency in Microsoft Office (Word, Excel & Powerpoint) is required Experienced in managing donor databases and fundraising platforms Bachelor's degree or equivalent work experience Skills & Abilities Commitment to the Birthday Wishes mission Ability to work independently as well as part of a team Comfortable working with sensitive information High level of organization, attention to detail and able to multitask Ability to work under tight deadlines efficiently Self-motivated with a strong work ethic Comfortable working with numbers and running reports Ability to lift 30lbs. All staff members are expected to work at special events as needed.