Donor Relations Assistant

AP Professionals
June 12, 2019
Rochester, New York
Job Type
Salary Range
$36K - $40K
Street Address
500 Linden Oaks


AP Professionals is working on a new Direct Hire role for a Donor Relations Assistant.  This position is able to pay between $16-20/hour.  Provide administrative support to a Director, maintain the company database, assist with marketing and communications and coordinate volunteers. An expert in donor database systems is encouraged to apply!


  • Maintains updated volunteer, donor and prospect records. Responsible for entering all donor data from checks, correspondence, and online transactions and maintains the files per agency standards.
  • Prepares and customizes detailed donor and other reports, as required.
  • Maintains all confidential donor notes and manages fundraising dashboard items.
  • Reconciles gifts and pledges with Finance Department and is responsible for producing accurate and timely invoices and pledge reminders.
  • Processes donations and prepares gift acknowledgement letters and other correspondence per agency procedures and standards.
  • Prospect research – conducts confidential donor and prospect research and prepares donor reports.
  • Coordinates all annual appeals, letters and special events, using the agency’s donor database, spreadsheets, and outside vendors.
  • Assists with the production of all fundraising and outreach communications.
  • Maintains grants calendar and coordinates grant submissions.
  • Provides general administrative support to the development department, i.e. scheduling donor visits, coordinating donation drop-offs, performing follow-up calls.
  • Provides general office support  and covers reception duties during lunch breaks and other staff absences.
  • Responsible for fostering strong, strategic connections with existing and prospective community partners and leaders.
  • Enforces consistent key messaging and brand strategies to support all engagement initiatives.


  • Bachelor's Degree preferred


  • Excellent administrative skills backed by a minimum of 2-5 years of database management and/or relevant administrative support and/or fundraising experience.
  • Expert in donor database systems and their range of functions and/or other CRM database systems. Learns quickly and adapts knowledge of database management and reporting functions to maximize the capabilities of data systems and processes.

Knowledge, Skills, Abilities, and Other Characteristics

  • Proficient in all Microsoft Office programs, with advanced capabilities in Excel and Word functions, formatting, and methods to improve efficiency.
  • Excellent time and project management skills, with immaculate attention to detail and accuracy.
  • Adept and flexible communicator with a heart for superior customer service.
  • Strong sense of urgency, problem-solving and decision-making skills.
  • Possesses excellent analytical skills and the ability to organize data into succinct reporting
  • Demonstrates initiative in problem solving, information gathering,
  • Embraces a culture of continuous learning and evaluation; is open to feedback.
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