Philanthropy Office Assistant

Posted Date: January 2022
Position Closing Date: Open until filled
Location: Colorado Springs, CO
Job Type: Full-time, non-exempt position
Salary Hiring Range: $35,000-$45,0000
Covid Protocols: Palmer Land Conservancy operates with a staff-first mindset during this unprecedented global pandemic. While this position requires time in our office, flexibility and work-from-home options can be discussed. We are happy to discuss all of our employee protection measures with qualified candidates.

Position Summary

If you are looking for a fulfilling position focused on meaningful work with a fun and dynamic team, look no further than Palmer Land Conservancy’s Philanthropy Office Assistant. This role is responsible for philanthropic and office support by managing a variety of fundraising, outreach events, and administrative tasks including philanthropic administrative assistance, processing donations, database management and data entry, executive assistance, front office support including greeting visitors and answering phones and email, and other functions necessary to manage a fast-paced fundraising environment and nonprofit office. A key component of this position is being responsible for managing the CRM database by inputting data, recording donations and event registrations, ensuring data integrity, and creating and providing reports. The assistant will play a critical role in donor stewardship with processing tax acknowledgement letters, new member packets, and assisting with donor events. Palmer is looking for a detailed-oriented individual with a big heart for providing support, assistance, and problem solving. The ideal candidate understands customer service and hospitality and will bring a can-do attitude to all situations.

About Palmer Land Conservancy

Palmer Land Conservancy is one of the leading nonprofit land conservation organizations in Colorado. Since its incorporation in 1977, the organization has protected nearly 136,000 acres including 20 public parks and open spaces, working farms and ranches, wildlife habitat, and scenic views. Palmer is one of the twenty largest local land trusts in the country based upon conserved acreage holdings (there are approximately 1,700 land trusts in the United States), and it is one of the country’s first 100 nationally accredited land trusts. Its office is located in downtown Colorado Springs and has staff located throughout southern Colorado. More info at palmerland.org.

Core Duties & Responsibilities

Donor Relations and Events (30%)

  • Provide exemplary donor stewardship services by preparing donor thank-yous and tax acknowledgment letters, new member packets, tracking CEO thank you calls and notes, and preparing bulk mailings
  • Manage Palmer’s involvement with various fundraising platforms, including Indy Give! and Colorado Gives Day by completing paperwork, attending events as required, ensuring Palmer’s information is updated on each of the platforms, and ensuring Palmer meets all deadlines and requirements
  • Assist with events including Palmer’s signature events, as well as property visits, hikes, dinners, and other outdoor excursions. Duties will include communications, coordinating event registrations and logistics, and more.
  • Arrange catering for organization events and board meetings

Database Administration (40%)

  • Manage Palmer’s database (CiviCRM) for record management by entering data, maintaining clean records, and ensuring data integrity
  • Record revenue and donation activity in CiviCRM and QuickBooks Online, including amounts, source, and dates of tax acknowledgment letters
  • Record event registration and activity in CiviCRM
  • Generate fundraising mailing lists, reports, and dashboards

Organizational Support (30%)

  • Our fundraising and donor relations is only as strong as our customer service. This position will play an integral role in continuing to build Palmer’s culture of hospitality by being the main point of contact for our office including greeting visitors, responding to emails, and keeping the office organized
  • Manage a multi-line phone system by answering phone calls, setting and checking voicemail, and managing phone system logistics
  • Serve as an executive assistant to the President and CEO including calendar management, scheduling appointments, expense reports, and other duties
  • Provide day-to-day office operations support by maintaining office supplies and equipment, brand materials, handling incoming and outgoing mail, new vendor set up, and upkeep and maintenance of company vehicles
  • Provide administrative support to Palmer staff and board members, and support board agenda and meeting preparation
  • Quarterly reconciliation of car mileage and project usage

Other

  • Abide by and uphold all Palmer Land Conservancy policies
  • Attend staff meetings, board meetings, board retreats, and events as needed
  • Other duties and special projects as assigned

Minimum Qualifications

  • Associate’s degree
  • 3+ years successful related work experience
  • Commitment to conservation and land protection
  • Advanced proficiency with Microsoft Office Suite (especially Excel and Word), and a working knowledge of Adobe Acrobat and QuickBooks Online
  • Basic bookkeeping/data entry knowledge
  • Proficient typing skills
  • Exceptional organizational and multi-tasking skills
  • Excellent interpersonal skills including the ability to understand, communicate, and effectively interact with people across cultures
  • Ability to work effectively in a collaborative environment, both independently and as a member of a team, recognizing and appreciating each team member for their distinct value, opinions, and contributions
  • Superb attention to detail
  • A demonstrated commitment to customer service, a positive and constructive view, and the ability to build relationships with people of diverse backgrounds, perspectives, and cultures
  • A high level of diplomacy, tact, and optimism with a “can do” orientation.
  • A strong work ethic and willingness to assist others
  • Proven experience working with databases and/or CRM systems

Preferred Qualifications

  • Bachelor’s degree and/or advanced education, training, or experience in business administration, or non-profit administration
  • Experience working with CiviCRM or another nonprofit database
  • Demonstrated project management experience

Other Requirements

  • Valid driver’s license
  • Physical demands may involve:
    • Lifting materials and equipment – including, but not limited to, office supplies, event supplies, and boxes of swag – up to 25 pounds.

Benefits

Palmer offers full-time employees excellent benefits including: health, dental, and vision insurance, SIMPLE IRA plan with employer contribution, short-term and long-term disability, life insurance, parental leave, and generous paid time off and holiday observances.

How to Apply: The position is open until filled. Early applications are strongly recommended. Applicants should submit 1) a cover letter, 2) resume, and 3) answers to the questions below (all as a single pdf) by e-mail to: [email protected] with the subject line: Office Coordinator

Please limit responses to no more than 200 words per question:

  1. Why are you interested in working for Palmer Land Conservancy?
  2. Why does conserving land, water, and agriculture in southern Colorado matter to you?
  3. Please describe your experience relevant to the position’s core responsibilities.