Assistant, Fundraising

United Way•Orlando, FL

2d•Hybrid

About The Position

POSITION SUMMARY Supports HFUW’s fundraising and Business United efforts through donor engagement, communications, event coordination, and administrative support to drive retention, renewal, and acquisition. Maintains accurate data, prepares reports and acknowledgments, and ensures efficient, compliant processes across teams and vendors. KEY RESPONSIBILITIES & ESSENTIAL DUTIES OF POSITION An individual must be able to perform each essential duty listed below at a satisfactory level: Support the planning and execution of HFUW’s annual fundraising campaign, contributing to donor retention, renewal, and acquisition of Business donors and volunteers. Assist in the preparation, production, and distribution of donor communications, including appeal letters, newsletters, and annual reports. Coordinate and support Business United solicitation efforts to achieve program and participation goals, ensuring timely volunteer engagement, clear communication, accurate database tracking, and completion of administrative requirements. Maintain and update donor records within the CRM/database, ensuring accuracy, completeness, and compliance with privacy standards. Perform routine database maintenance, including post-event data uploads, data clean-up, and duplicate resolution to enhance data integrity. Conduct research on prospective individual, corporate, and foundation donors to support major gift strategies. Prepare and support reporting on Business United solicitation activities, including tracking outputs and outcomes. Provide administrative support for Business United Development team mailings, including editing, printing, assembly, and coordination. Answer and coordinate inbound communications related to the Development and External Relations team. Support the departments’ onsite and offsite events and meetings (scheduling meetings, managing attendance, preparing materials, room setup, and developing meeting minutes). Administer timely gift acknowledgments, including preparation and distribution of thank-you letters, tax receipts, and memorial or honorarium acknowledgments. Ensure adherence to all organizational policies and procedures, staying informed about updates, and promoting compliance within the team. Process vendor payment and work closely with HFUW’s Finance team to ensure that all payment requests are processed accurately and timely. Research, order, and track department inventory and supplies as directed. Provide back-up support to the Development and External Relations team. Stay informed about HFUW’s services, products, and the key issues affecting the communities we serve. Maintain client and staff confidentiality and adhere to HIPAA, FIPA, PHI, PII requirements. Contribute to overall organizational success by performing other duties and responsibilities as assigned. JOB REQUIREMENTS Job requirements include: High School diploma or equivalent required. One year of administrative experience preferred. Intermediate experience with Microsoft Office required. Fundraising CRM database experience preferred. Customer service skills and experience required. Ability to edit, complete, and assemble reports. Attention to detail and accuracy. Ability to multi-task and work in a fast-paced environment. Ability to work independently with minimal supervision required. Strong communication skills, both written and orally, required. Strong interpersonal skills to understand and respond effectively to the needs and interests of potential donors and clients. Strong proofreading skills required. Ability to utilize critical thinking and problem-solving skills. Ability to utilize organizational skills effectively. Must have access to a private, secure, and stable high-speed internet connection. Must have access to a quiet, confidential workspace. COMPETENCY REQUIREMENTS Communications - Ability to communicate effectively. Business Ethics - Ability to work with integrity and ethics. Judgment - Ability to use sound judgement. Initiative - Ability to take initiative. Teamwork - Ability to work in a team environment. This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job. PHYSICAL DEMANDS Physical demands include: Constantly remaining in a stationary position, often sitting, or standing for prolonged periods. Constantly communicating with others to exchange information through speaking, hearing, reading, and writing. Constantly repeating motions and fine manipulation that may include the wrists, hands, and/or fingers. Ability to type using a keyboard. Constant use of standard office equipment such as the telephone and/or headset, copier, and computer. Constantly assessing the accuracy, neatness and thoroughness of the work assigned. Constantly viewing information on a computer screen. Occasionally bending, stooping, or kneeling. Occasionally lifting and moving items weighing up to approximately 30 pounds. Occasionally ascending or descending stairs, ramps, and the like. Occasionally traveling to the office or offsite location. Occasionally ascending or descending stairs, ramps, and the like. WORKING CONDITIONS Working conditions include: Hybrid inside working environment. Occasionally working in an outdoor environment with high or low temperatures. Occasional early mornings, evenings, and weekend hours. High level of long periods of concentration. Frequent interactions with internal and external customers. Reliable transportation required. Occasional travel to multiple locations in Orange, Osceola, and Seminole Counties. CORE VALUES Passion: Dive in – Create enthusiasm and inspire others. Authenticity: Be Real – Keep it honest and set the example. Collaboration: Live United – Work together and mobilize for change. Empowerment : Own it – Be courageous and make it happen.

Requirements

High School diploma or equivalent required.
Intermediate experience with Microsoft Office required.
Customer service skills and experience required.
Ability to edit, complete, and assemble reports.
Attention to detail and accuracy.
Ability to multi-task and work in a fast-paced environment.
Ability to work independently with minimal supervision required.
Strong communication skills, both written and orally, required.
Strong interpersonal skills to understand and respond effectively to the needs and interests of potential donors and clients.
Strong proofreading skills required.
Ability to utilize critical thinking and problem-solving skills.
Ability to utilize organizational skills effectively.
Must have access to a private, secure, and stable high-speed internet connection.
Must have access to a quiet, confidential workspace.

Nice To Haves

One year of administrative experience preferred.
Fundraising CRM database experience preferred.

Responsibilities

Support the planning and execution of HFUW’s annual fundraising campaign, contributing to donor retention, renewal, and acquisition of Business donors and volunteers.
Assist in the preparation, production, and distribution of donor communications, including appeal letters, newsletters, and annual reports.
Coordinate and support Business United solicitation efforts to achieve program and participation goals, ensuring timely volunteer engagement, clear communication, accurate database tracking, and completion of administrative requirements.
Maintain and update donor records within the CRM/database, ensuring accuracy, completeness, and compliance with privacy standards.
Perform routine database maintenance, including post-event data uploads, data clean-up, and duplicate resolution to enhance data integrity.
Conduct research on prospective individual, corporate, and foundation donors to support major gift strategies.
Prepare and support reporting on Business United solicitation activities, including tracking outputs and outcomes.
Provide administrative support for Business United Development team mailings, including editing, printing, assembly, and coordination.
Answer and coordinate inbound communications related to the Development and External Relations team.
Support the departments’ onsite and offsite events and meetings (scheduling meetings, managing attendance, preparing materials, room setup, and developing meeting minutes).
Administer timely gift acknowledgments, including preparation and distribution of thank-you letters, tax receipts, and memorial or honorarium acknowledgments.
Ensure adherence to all organizational policies and procedures, staying informed about updates, and promoting compliance within the team.
Process vendor payment and work closely with HFUW’s Finance team to ensure that all payment requests are processed accurately and timely.
Research, order, and track department inventory and supplies as directed.
Provide back-up support to the Development and External Relations team.
Stay informed about HFUW’s services, products, and the key issues affecting the communities we serve.
Maintain client and staff confidentiality and adhere to HIPAA, FIPA, PHI, PII requirements.
Contribute to overall organizational success by performing other duties and responsibilities as assigned.

Benefits

Heart of Florida United Way offers a very extensive benefits package for full-time employees that we are very proud to share with you!
Medical Insurance (Health, Dental, Vision) – on the 1st day and HFUW pays up to 80% of your premium.
Company-Paid Benefits – HFUW provides all full-time employees with the opportunity to enroll in short-term & long-term disability insurance, as well as $50,000 in life insurance, all 100% paid by HFUW.
401k w/ Company Contribution – not only does your 401k start on the 1st of the month following your start date, but after 1 year of employment and 1000 hours worked, you will receive 5% contribution from HFUW, regardless of your personal contribution to your plan.
Paid Time Off – HFUW offers an extensive amount of time off so you can focus on your personal health, family priorities, and work-life balance.
Full-time employees start accruing paid time off (5 weeks your 1st year) off upon hire, with generous carry over and accruals.

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