Development Administrator

Job Description

IRC Background: The mission of the International Rescue Committee (IRC) is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future. Founded in 1933, the IRC has a presence in over 40 countries and 27 offices in the United States; the IRC leads the way from harm to home. IRC opened an office in Seattle in 1976 and provides a continuum of services including intensive case management, employment and economic empowerment services, immigration assistance, health and wellness programming, and education support to refugee and immigrant families in Washington State. IRC Washington is committed to providing trauma-informed, equitable, and accessible services and maintaining and evolving a diverse, inclusive, and supportive workplace.

Job Overview: Under the direction of the Development Manager, the Development Administrator is responsible for and supports the day-to-day operations of the donation, in-kind, and volunteer resource development efforts. The Development Administrator is responsible for liaising with the program lead for grant administration processes. The Development Administrator will support the Development Team with acknowledging donations, tracking and strategizing extensive volunteer and in-kind match requirements, and conducting data-entry on behalf of the Development Team. The Development Administrator is crucial to creating systems that improve outcomes and workflows for the Development Team.

Major Responsibilities:

Grant Administration:

· Initiate and follow through on internal IRC grant processes such as Indirect Cost Rate Waiver requests, securing grant codes (D1), and uploading and updating application narratives, budgets, and other grant documents and files in IRC’s internal grant tracking system (OTIS and Airtable).

· Process and track grant and agreement signing processes with external donors.

· Provide support to Development Manager in documenting communications connected to grants which require input to IRC International Philanthropy and Programs (IPP)

· Update monthly Finance reports with grant information, as requested by IRC Finance Team.

· Assist in facilitating grants opening meetings and initiating hard copy and electronic files for all new funding sources.

· Maintain a report tracking calendar, synching with other tools (i.e., FM01, OTIS) and ensuring relevant reporting templates are available and understood by program leads.

· Assist the Development team in facilitating and scheduling monthly program budget vs. actual meetings to ensure compliance with grants and support successful project implementation. Ensure notes and action items are circulated after meetings.

· Help with maintaining accurate records related to potential partnerships and sub-awards and ensuring adherence to IRC’s Partnership Management (“PEERS”) system.

· Assist with responding to HQ requests related to grants and contract questions for issuance of project codes, sub-awards, etc. and participate in regular update calls with HQ on status of pipeline.

Volunteer Operations:

· Become familiar with IRC policies, programs, and procedures as they relate to individual and group volunteer roles.

· Oversee the process to generate, establish guidelines for and match group and corporate volunteers with appropriate service opportunities for targeted program areas, including resulting tracking and follow-up.

· Ensure accurate record keeping from volunteers in Salesforce, using this information to accurately track and manage volunteer time and compliance reporting

· Solicit, track, and prorate volunteer time – providing accurate valuation for grant compliance via a monthly reporting process. Accurately keep record of tracking and reporting processes for audits.

· Connect with program staff to strategize, report on match progress for volunteer time, and provide analysis on gaps and progress

· Ensure volunteer records are up-to-date, available,

· Assist staff with pulling reports, compiling data, and creating annual and quarterly reports

Development Support:

· Maintain accurate, up-to-date electronic and paper records on in-kind and monetary contributions, complete and mail donor acknowledgements and maintain donor records in Salesforce.

· Assist IRC Seattle Finance Team in ensuring donations and grant payments are attributed to the correct internal budgets.

· Follow-up with donors in a timely manner.

· Mail weekly donor acknowledgements.

· Participate in development team meetings, weekly staff meetings, and national skills building trainings, calls, and communities of practice.

- Comply with all policies, procedures, and protocols of the agency. - Other duties as assigned.

KEY WORKING RELATIONSHIPS

Position Reports to: Development Manager

Indirect Reporting:

- *Internal*****: Development Team, Program Leads; Operations team; Finance team; Site Director Spokane; HQ fundraising, volunteers and Interns - ***External*****:** Clients and community partners;

Job Requirements:

Education / Work Experience:

· Relevant degree or equivalent professional work experience;

· Prior experience with fundraising, public relations, proposal writing, volunteer coordination and other related duties in the non-profit sector preferred but not strictly necessary

Demonstrated Skills & Competencies:

· Strong relationship building, diplomacy, and networking skills; ability to effectively build internal and external relationships.

· Ongoing commitment to anti-racism

· Strong attention to detail

· Excellent interpersonal relations skills: the ability to work effectively in a cross cultural, multi-disciplinary environment.

· Solid organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time and meet deadlines.

· Experience developing organizational systems and processes

· Proficient in Microsoft Office including Outlook, Word, Excel, and PowerPoint.

· Experience using donor CRM systems, especially Salesforce, preferred.

· Knowledge and understanding of ethics and confidentiality related to fundraising preferred.

· Previous customer service experience preferred.

Working Environment:

· Must be based in the service delivery area.

· A combination of standard office environment, remote work, and ‘field’ time within the service delivery area to perform the above outlined. May require occasional weekend and/or evening work.

· Must have a valid driver’s license with legally required insurance. Position will require using own transportation within service delivery area. Mileage reimbursement where applicable.

COVID-19 Vaccination Requirement****: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity****: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer****: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $120 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

Please apply at http://www.rescue.org/careers

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