Special Projects Coordinator

  • Location: Birmingham, AL
  • Type: fulltime
  • Job #22161

hybrid | fulltime
 

Job Description:

 

ESSENTIAL RESPONSIBILITIES:

Data Management & Maintenance:

Manage Donor Data

  • Utilize DonorPerfect to perform stewardship and record tracking, including but not limited to:
  • List management (Annual Report, Annual Fund, Membership, etc.)
  • Perform record entry & updates
  • Continually learn new ways to utilize the system and create meaningful reports for the Development team
  • Utilize Mail Chimp (email software) to ensure donors, volunteers, members, elected officials, Board & Jr Board receive electronic communication as appropriate

 

Gift Processing

  • Gift entry (donations/grants/membership) 
  • Gift tracking via interoffice spreadsheet
  • Notify appropriate team members of gifts

 

Donor Communications

  • Monitor email accounts: Donations@rrp.org, Info@, RSVP@, Picnic@, etc.
  • Monitor/manage P.O. Box (check 1-2 times/ week)
  • File Management: file paperwork for donations/memberships investors & members, scan/attach electronic files in database, etc.)

 

Manage Fundraising Software 

  • Produce PayPal monthly reports for accounting purposes to show income and assign to appropriate budget items (endowment, picnic, luncheon, merchandise, client events, etc.)
  • Produce Swell monthly reports for accounting purposes to show income and assign to appropriate budget items (endowment, picnic, luncheon, etc.)
  • Update Swell website with appropriate fundraising event information

 

Donor Stewardship: 

  • Create and send thank-you letters; file clean-up (individual files for key/recurring letters) 
  • Document thank-you letters in DonorPerfect
  • Conduct thank-you phone calls to members/donors
  • Assist with stewardship of area foundations
  • Foster relationships with donors, members & volunteers through communications
  • Brainstorm creative, cost-effective ways to thank donors, members & volunteers
  • Work with Board of Directors & Junior Board to make stewardship calls as possible

 

Investor Relations:

  • Create and send pledge reminders
  • Assist in preparing Investor/Donor annual report 
  • Sponsorship Management – internal list tracking, communication of sponsor benefits, etc.
  • Work with Development team to meet fundraising goals
  • Assist in retention of members

 

Grants Calendar Management:

  • Maintain grant application & report due date calendar 
  • Track grant application & grant report dates & notify all appropriate parties well in advance 
  • Answer basic questions from contracted grant-writer

 

Board of Directors:

  • Take meeting minutes and prepare draft for Executive Director’s review
  • Manage Board meeting packet preparation 
  • Manage Board meeting day of set-up
  • Manage Board meeting follow-up
  • Coordinate Board document updates: 
  • Revise Board rosters annually
  • Submit Board updates to website 
  • Bi-monthly Board meeting packet information
  • Organize new Board member orientation
  • Poll staff & new Board members for best dates
  • Arrange Zoom meeting; send calendar invite to staff, new Board members, Board President, etc.
  • Prepare orientation agenda
  • Prepare orientation forms & packets
  • Arrange for 
  • Form management for all Board members – procure annual Conflict of Interest, Commitment to Action, Bio, etc. from Board members

 

Office Manager

  • Serve as UPS Store point-of-contact for print needs (event/program posters, rack cards, collateral, reports); includes regular visits to UPS Store
  • Keep track of office supplies, poll team for needs, order supplies when needed
  • Maintain relationships with numerous vendors (software, printing, supplies, etc.); negotiate pricing & discounts whenever possible
  • Maintain and provide accounting details for organization credit card
  • Print weekly invoices as requested through accounts@railroadpark.org
  • Maintain and purchase computer supplies including researching discounts and best options available
  • Provide tech support to RRPF team with training and customer support research on various vendors including Staples, UPS Store, Mailchimp, Dropbox, Google, PayPal, etc.

 

Marketing & Communications

  • Work with RRPF’s marketing/ social media team to review/edit monthly social media plan and monthly e-newsletter 
  • Periodically review the www.railroadpark.org website to ensure it is conducive to online giving. Recommend updates to Director of Marketing & Communications as needed.
  • Manage Swell Fundraising website in support of Picnic and Annual Fund initiatives 
  • Be an ambassador of Railroad Park at promotional events throughout the City including but not limited to Pepper Place, Vulcan Park, UAB, etc.

 

Play a Major Role in Key RRPF Events  

  • Sunday, Sept 29 Picnic at Railroad Park fundraiser:
  • Direct all operations for Swell Fundraising website
  • Direct VIP initiatives including 99 neighborhood invite, RSVP list, secured parking, etc.
  • Track & communicate event sponsor/donor benefits (100+ contacts)
  • July 4th Event at Railroad Park:
  • Direct all VIP initiatives including RSVP list, secured parking, etc.
  • Track & communicate sponsor & donor benefits for the event (100+ contacts)
  • Spring Reunion Luncheon 
  • Direct all operations for Swell Fundraising website
  • Organize table seating, VIP parking, etc.
  • Help manage online silent auction
  • Support and work at all other major events including Symphony in the Summer, WineFest, Classic Tailgate, Senior Fit Health Fair, Volunteer Days, Member Events, etc. Please note: events often take place on weekends, weeknights, or holidays.

 

Junior Board

  • Attend majority of all monthly meetings and assist with logistics regarding name badges, building access, signage and refreshments
  • Provide information about RRPF events and Junior Board volunteer opportunities
  • Manage event poster distribution by maintaining accurate list of locations, soliciting individuals to distribute, delivering to needed locations, etc.

 

Elected Officials Data Maintenance

  • Maintain an updated list of Elected Officials and 99 City of Birmingham Neighborhood Officers for invitations and program notifications/collateral materials
  • Create and distribute City invitations to RRPF signature events and maintain records of responses
  • Assist Director of Events & Community Engagement in compiling and delivering quarterly Railroad Park progress reports to City of Birmingham 

 

Railroad Park Foundation General

  • Assist as needed with all major Railroad Park events
  • Assist with greeting walk-in visitors to Railroad Park Foundation office, as well as assist with answering Railroad Park Foundation phones and checking voice mail
  • Continue personal professional development through trainings, conferences, seminars, etc.
  • Be an ambassador of Railroad Park at promotional events throughout the City including but not limited to Pepper Place, Vulcan Park, UAB, etc.
  • Other duties as assigned, including assist the Executive Director with various projects as needed.

 

EXPERIENCE, QUALIFICATIONS & WORK ENVIRONMENT:

Bachelor’s degree and at least one year of experience in development required. Competency in Microsoft Office is required. This is a full-time position with a competitive salary, excellent benefits, schedule flexibility, dedicated team members, and a diverse and inclusive work environment.

 

The Special Projects Coordinator occasionally meets out-of-doors, particularly at Railroad Park, with donors, members, and other staff members. This position requires exceptional organizational, interpersonal, customer service and communications skills. This position also requires highly thorough, meticulous attention to detail. They must also have personal values of integrity, credibility, and a commitment to and passion for Railroad Park Foundation’s mission. 

 

Required Skills & Experience:

  • Bachelor’s degree and at least one year of experience in development
  • Proven writing, grammar, and communication skills in English
  • Advanced skills in spreadsheets, database management, and Internet navigation
  • Excellent customer service skills
  • Excellent interpersonal skills, ability to interact with variety of personality types
  • Proven ability to serve effectively as part of a team
  • Superior attention to detail
  • Strong organization skills
  • Self-motivated and committed professional
  • Ability to react to many challenges at once; mental ability to handle multiple duties, prioritize work, and respond to changing demands.
  • Enthusiastic proponent of Railroad Park

 

WORK SCHEDULE:

Flexible, approximately 40 hours per week. Blended work from home/office schedule includes working from home three days a week along with some shared office time at Railroad Park for a portion of the day two days a week. Railroad Park is open 365 days a year, and it is important to note that some nights, weekends, and holidays are required for all staff. It is understood that each week will have variations.

 

Location: Birmingham, AL

Compensation: $48000 – $53000

Required Education: Bachelors

Required Skills:

  • Customer Service
  • Communication
  • Database Management

Flexibility:

  • Flexible Hours
  • 40 Hours

Benefits:

  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Paid Time Off
  • Flexible Schedule
  • Remote Work
  • Retirement Plan

Required Years Of Experience: 1-4 years