Title: Development & Administrative Coordinator
Report to: VP of Development & Communications
Status: Full-time, Regular
FLSA Classification: Nonexempt
Job Summary: Community Smiles Dental (CSD) is seeking an energetic, team-oriented, and results-driven Development and Administrative Coordinator to enhance our fund development efforts and provide key administrative support. This role will play a crucial part in increasing contributed revenue through support of special events, annual fund campaigns, and donor stewardship, while also managing various administrative tasks. The position is based primarily at our administrative offices in Waukesha, with occasional representation at clinic sites, community engagements, and events.
Major Responsibility Areas:
- Supports mission, vision and core values of Community Smiles Dental emphasizing a first-in-class donor experience through development work in the areas of special events, annual fund, donor stewardship, in-kind fundraising, and United Way as well as administrative support of CSD’s leadership team, CSD Board of Directors and Executive Leadership Council.
- Maintains strong and positive working and interpersonal relationships with all employed at Community Smiles Dental including interns, externs and volunteers.
- Positively contributes to a highly inclusive culture where all team members can thrive and represent CSD’s core values to the best of their abilities.
- Understands and is able to comply with all employment policies and procedures defined by Community Smiles Dental.
- Performs duties and responsibilities under the following major responsibility areas: development support, special events, donor stewardship, administrative support and office management.
- In the area of development support:
- Manage all donor and event database systems, with a strong emphasis on proficiency in DonorPerfect, ensuring accurate data entry and record-keeping for fund development, marketing, and communications.
- Oversee donation entry, receipts, and reporting to ensure accuracy and prepare for the annual fund process.
- Collaborates with development and finance team members to support donation reconciliation processes and reporting between database systems.
- Generate donor lists for mailings, stewardship, prospecting, and missing donor follow-ups.
- Provide administrative support for the annual fund process, including maintaining detailed records and coordinating donor communications.
- Assist with the administrative aspects of the direct mail program, including pulling mailing lists, maintaining accurate records, managing appeal distribution, and tracking campaign progress.
- In the area of special events:
- Oversee event-related administrative tasks such as tracking guest registrations, coordinating event materials, and ensuring all necessary supplies and equipment are in place.
- Maintain detailed records of event logistics, timelines, and budgets to ensure accurate reporting.
- Assist in managing donations related to events by coordinating inventory, tracking donor information, and ensuring timely acknowledgments.
- In the area of donor stewardship:
- Manage ongoing donor stewardship efforts, including printing and mailing weekly donor thank you letters and generating donor call lists.
- Participate in donor stewardship meetings.
- Handle honorarium or memorial campaign records
- In the area of administrative support of leadership:
- Support the CEO, Board of Directors, and board committees by organizing meetings, preparing agendas, taking meeting notes, and compiling and sending out board materials.
- Track action items and outputs for the Board of Directors, Executive Leadership Council (ELC), and committees as directed.
- Support Leadership Team with administrative duties as assigned.
- In the area of office management:
- Manage shared office use areas, including office supplies, storage, filing systems (both physical and electronic), and technology.
- Foster and improve interoffice communication through group emails and calendar invites.
An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions for the position.
Minimum Requirements
- Completion of high school degree or GED equivalent and 2 years of administrative assistant experience performing duties related to this position.
- One year of experience working within database management software.
- Experience with Google Suite and/or Microsoft Office.
- Prior knowledge and/or ability to set up and use electronic office equipment to facilitate meetings.
Preferred Requirements
- Completion of an associate’s degree or higher in communication, marketing, sales, nonprofit management or information technology emphasizing CRM platforms.
- Proficiency in DonorPerfect, GiveSmart and other fundraising CRM platforms.
Other Knowledge, Skills and Abilities
- Ability to understand, demonstrate and support the mission, vision and core values of Community Smiles Dental.
- Organizational Skills: Strong ability to manage multiple projects, track details, and meet deadlines working independently with minimal supervision and instruction.
- Organizational Skills: Ability to effectively prioritize and multi-task throughout the day.
- Communication Skills: Excellent written and verbal communication, with the ability to build relationships and engage stakeholders.
- Team Collaboration: Ability to work effectively with staff, volunteers, and board members.
- Ability to work with individuals of diverse backgrounds.
- Ability to maintain confidentiality in regards to protected information including donor and patient sensitive information.
- Ability to follow safety protocols.
- Ability to meet the work hours and schedules of the position including some nights and weekends as needed for events.
Physical and Mental Demands
- Ability to work with a computer and frequently look at computer monitors throughout the day.
- Ability to sit and/or stand for long periods throughout the clinic day.
- Ability to occasionally lift and/or slide 10-20lbs at a time.
- Ability to work in an environment with frequent moderate to high noise levels.
- Ability to work in close proximity with other team members and patients.
- Ability to effectively respond to varying situations using logical reasoning and decision-making
- Ability to perform repetitive hand and wrist motions to accomplish small motor skills.
The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.
To apply, complete application and email cover letter and resume to
Nicole Johnson, Human Resource Generalist at njohnson@communitysmiles.org.
CSD reserves the right to revise or change job duties and responsibilities as the business need arises.