Donor Record Specialist - ProHealth Care Foundation - 0.5 FTE

ProHealth Care•Waukesha, WI

13d•Onsite

About The Position

Advance the mission of ProHealth Care and the Foundation’s fundraising goals through maintaining accurate donor financial records, gift processing and pledge collections. Handle database and donor problem-solving and communications to assure donor stewardship, accurate reports, donor recognition and audit documentation. Coordinate tribute gift program and recognition. Assist in the execution of events, including planning, fundraising, volunteer recruitment and community relations. Lead off-site event registration, cash-handling and assure audit controls. Support direct mail and other fundraising initiatives.

Requirements

Associate's Degree or higher required.
Problem-solving, strong attention to detail, and excellent analytical skills.
Ability to work independently in a dynamic and fast-paced environment.
Desire to work collaboratively within and across teams.

Nice To Haves

At least 1 year of related experience preferred.
Experience in Raiser's Edge database preferred.

Responsibilities

Assure the accurate, timely entry and acknowledgement of gifts to the foundation, including estate gifts, IRA distributions, multi-year pledges, stock transfers, tributes and in-kind gifts.
Work as a team to secure, confirm & record gift documentation; reconcile all gifts and prepare month-end reports by system deadlines, assuring alignment with audit guidelines, cash handling and gift acceptance procedures.
Maintain and update donor files, including returned mail, Opt Out adherence, identifying and merging duplicate records. Add strategic constituent codes to identify relationships, affiliations and related involvement (employee, board, clubs). Assure data and history are not lost.
Coordinate deceased donor record updates. Receive hospice/hospital census and search obituaries, perform updates and notify Foundation staff for family stewardship.
Partner with ProHealth Care payroll to coordinate accurate employee payroll deductions and gift recording aligned with donor wishes. Communicate changes in pledges to payroll leader. Track and initiate renewal outreach.
Support multiple tribute programs, including donor communication, tribute forms, gift entry, recognition plaque orders and plaque/brick installations.
Record and track in-kind gift donations. Ensure proper valuation & documentation, communicate with department leaders and compliance. Coordinate gift acceptance, photo opportunities and donor recognition.
Assist with 3rd Party Events, including donor communication, stewardship, acknowledgement, event support and promotion, aligning requested speakers, coordinating photo opportunities and assuring gift follow-through.
Answer and screen phone calls. Act as the primary point of sale for in-person and call-in credit card gifts maintaining PCI compliance. Route calls within established customer service guidelines. Record messages and deliver to the appropriate party.
Greet visitors, guests, and patients; ascertain their needs and provide assistance in accordance with established policies and procedures or, if unable to assist, promptly refer to the appropriate staff.
Assist with the preparation of all direct mail solicitation programs and communications including year-end, tribute, grateful patient and other annual giving mailings.
Assist in the execution of fund raising events, annual campaigns and other projects to secure philanthropic support from employees, medical staff, boards and other volunteers.
Perform all other duties as assigned.