Member and Donor Programs Manager
Scott Arbopretum of Swarthmore College
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Employment TypeJob (Full-time)
Development & Membership
Provides management of the Scott Associates membership and donor programs and broadly supports the administration and operations of the Scott Arboretum. Tasks performed with a high level of autonomy include: interacting professionally and warmly with constituents; maintaining data in support of Arboretum activities; providing mail support; scheduling support; telephone support; budget support; file management and administration, and membership and donor records management.
Membership Administration (40%)
Functions as membership manager.
Scott Associates membership management responsibilities include: maintaining computerized list of the approximate 1,000 (2023) memberships, adding or removing information on a daily basis in order to provide accurate lists for mailings and other departmental use; tracking sources of memberships. Generate acknowledgement letters for renewed members; send appropriate membership cards or other material to renewing and new members.
Provides staff support, structure, and guidance for membership efforts. Write letters, ensure supporting materials are printed, oversee mailings; maintain and update computerized mailing lists. Produce membership report monthly for Council.
Identifies and conducts efforts to grow membership and analyze effectiveness of membership efforts and benefits working with staff and the Scott Associates Membership Committee
Manages the Welcome New Neighbors initiative
Manages the Garnet Sage membership initiative
Manages the Member Discount program
Works collaboratively/ in tandem with other Arboretum staff on delivery of membership benefits and events including member plant dividends, Special Members Event, Members Plant Exchange and Sale, Garden Day
Creates reports on status of membership and initiatives
Generates reports, materials for Scott Associates Council meetings, e.g. monthly membership reports, Council orientation manual
Maintains attendance log for all Arboretum programs
Collects and follows through on all event sign in sheets to foster awareness of membership program
Donor Programs Support (20%)
Types, edits, and creates materials to support donor programs, including the Annual Appeal.
Prepares and edits letters to individuals related to dedicated gifts (Dedicated Tree and Bench programs), and other gift acknowledgements.
Assists with the production of annual report; coordinates with graphic designer; produce reports on gifts and membership for report.
Balances online payments for gifts, memberships, and registrations to reconcile statements for Swarthmore College’s business office. Process credit card payments for memberships and gifts and registrations. Balance bank statements for the internal credit card payments.
Coordinates and communicate with the College’s Gift Records Department on all donations (other than memberships); reconcile reports with Arboretum records. Produce all gift reports and donor lists as needed (i.e. Annual Appeal, Special Members etc.).
Acknowledges all gifts with appropriate letters and receipts.
Processes gifts for memorials – trees, benches, chairs – and maintain records for same. Update status of donated benches and available trees/benches/chairs as requested. Generates reports of gifts for Annual Report.
Uses standard spreadsheet or database software to compile, analyze, and report data to administrators
Develops and maintains reports for cross-checking income (memberships and all gifts) with deposits. Hard copies are kept on file for 2-3 years; on College supported; computer-server indefinitely.
Completes applications and the reports for grants, as called upon.
Scott Medal Program: generate correspondence; coordinate electronic dissemination of nominee information to selection committee; arrange for lodging; coordinate and trouble-shoot any needs of director or selection committee members to facilitate smooth functioning of program. Works collaboratively with other staff on event for presentation of the Award
Correspondence & Document Preparation (20%)
Accurately utilizes common word processing software and equipment to type correspondence, reports, technical documents, grant proposals, manuscripts, minutes, lists, forms, and other documents as directed, in order to support, in a timely manner, the work of the department.
Composes routine correspondence or reports, in order to provide accurate information to customers or department members or constituents.
Edits and proof reads materials for accuracy and compliance with department standards; determine and utilize correct format, grammar, punctuation, and spelling, in order to support the work of department professionals or administrators.
Maintains effective filing systems (hard-copy and/or computerized systems) to ensure access to relevant records and information.
Maintains effective documentation materials and back-ups for hard copy and/or computerized information, in order to ensure access to relevant information.
Constituent Interaction (10%)
Covers reception desk in absence of Administrative Coordinator.
Interacts with visitors, members, and donors in such a way as to promote a positive and professional departmental image.
Frequently includes greeting students, faculty, staff members, visitors to campus, volunteers, and occasionally national and international visitors in a warm, professional manner providing them with accurate information and advice, and helpful suggestions in order to meet the goals of their visit.
Office Support (5%)
Answers office phones in a prompt and courteous fashion, in order to respond to callers’ inquiries, routes calls to appropriate persons, or takes accurate messages.
Coordinates equipment, supply, and materials ordering and facilities management
Uses standard office equipment competently such as photocopier, calculator, credit card machines to support departmental activities.
Budget & Accounting (5%)
Assists with bill processing as needed; process invoices, donations, earned income, etc. and check requests as needed when Administrative Coordinator is on vacation or away from the office.
Reviews monthly purchasing card charges, reconcile account activity; organize p-card charges and receipts.
Performs other job-related duties as assigned.
May supervise volunteers and student workers as needed.
Who you are:
Excellent communication skills (written, oral, and interpersonal).
Must accurately type 50 wpm.
Must have a high level of “people” skills for interacting with volunteers, Associate members, and other constituents.
Strong organizational skills, and in particular, the abilities to manage multiple projects, pay close attention to detail and prioritize work to meet deadlines.
Strong skills in dealing with people, using tact and diplomacy, and the ability to maintain confidentiality. Strong customer service skills.
Ability to initiate and complete task with minimal supervision, exercising discretion and independent judgement.
Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.
Who We Are:
The mission of the Scott Arboretum is to delight, educate, and inspire visitors to enjoy the many benefits of horticulture whatever their resources or expertise. Our “garden of ideas” features plant varieties that thrive in this region, encouraging wise stewardship as well as the cultivation of plants to sustain the body, enchant the eye, and soothe the spirit.
Education and Experience
High school diploma or equivalent
Four years of related experience providing para-professional level support for a department or program, or an equivalent combination of education and/or experience.
Ability to use a variety of computer applications proficiently, including demonstrated skills in the use a variety of word processing and spreadsheets (e.g. Microsoft Word, Excel, Google Docs and Sheets, PowerPoint, Adobe Suite), membership and donor management software (presently Raiser’s Edge). Prior experience must include responsibility for fiscal tracking and composing and editing correspondence, and data entry.
Ability to work evenings, weekends to assist with programs.
Valid US driver’s license and ability to travel
Experience with managing development membership programs
Experience working in public gardens, horticultural interests
Able to lift 30 pounds to manage office supplies
Must be able to speak on the telephone.
Must have the ability to open and distribute and assemble mail and mailings.