Development Coordinator

Children Now is a nonpartisan whole-child research, policy development, and advocacy organization dedicated to promoting children’s health, education and well-being in California. Children Now also leads The Children’s Movement of California, a unique network of more than 3,500 business, education, parent, civil rights, faith, and community-based organizations, as well as thousands of individuals, working together to make children a top priority in public policy. Learn more at www.childrennow.org, including its core organizational values.

Department Description

The Development Department supports the ongoing financial health and growth of Children Now by working to ensure the organization’s nearly 30 projects are funded. The department cultivates and stewards a robust portfolio of more than 6,500 foundation and donor contacts and prospects. The department typically manages more than 200 deadlines each year of grant proposals and reports that are written and/or reviewed, and submitted by the department. Additionally, the department conducts prospecting research and regularly conducts outreach and develops communications for prospective and current donors. As a result of the high-volume and pacing, project management and detailed tracking of information and processes in our database, project management system, and through other digital tools are critical to our work to deliver high quality final products in a timely fashion, and meet or exceed the expectations of our funders.

Position Description

We are seeking a highly motivated, self-starting, detail-oriented individual to serve as our Development Coordinator. This position supports the department in its funder and donor recruitment, cultivation, and stewardship goals. The Development Coordinator responsibilities include grants administration and processing; grant proposals and reports preparation and tracking; and maintenance and detailed tracking of the fundraising and project management databases and systems. The position will complete numerous routine and detailed activities on a regular basis, while simultaneously demonstrating the ability to be flexible and adaptable as each funder and donor processes and relationships are different. This non-exempt, full-time position is located in our Oakland office and reports to the Director, Development and Outreach, while supporting the development work of the Vice President, Development and Communications, and the Manager, Development and Outreach. The position will also collaborate closely with the other development team members, finance and operations staff, and administrative peers.

Ideal candidates will be fast learners, resourceful, able to handle a high volume of work quickly and efficiently in an independent and anticipatory manner with excellent recall and superior attention to detail. The candidate must be flexible, adaptable and solutions-oriented and able to effectively prioritize and be responsive to emergent requests in addition to handling routine tasks. Candidates should have strong written, oral and interpersonal communication and customer service skills, excellent judgment and be able to communicate effectively with a range of staff including executive, senior, program, and administration staff. This position is ideal for someone who thinks critically, is skilled at deductive reasoning and problem solving, takes initiative, and enjoys learning and contributing in a fast-paced, high-volume and complex work environment. The position offers an opportunity to learn about policy advocacy, strategic communications, and non-profit fundraising while helping to support our efforts to improve the well-being of all of California’s children and address racial and other inequities that limit children’s opportunities to reach their full potential. 

Primary Responsibilities

  • Coordinate multi-step processing of grant agreements, payments, proposals and reports, including facilitating timely approval, signature, and submission of agreements, generating acknowledgment letters, and maintaining electronic and paper files;
  • Conduct grant administration including coordinating with the finance and operations teams to provide and capture detailed information regarding grant commitments and foundation requirements, and supporting audit requests;
  • Accurately update and maintain the development grants management system and calendar (AirTable) used to track details on and deadlines for letter of intents, proposals, reports, pending submissions, as well as subtasks related to grant deadlines;
  • Provide support to grant reporting and proposal development processes, including accessing and monitoring often-complex online submission portals and websites, pulling applications or reporting requirements, working with the development team to compile and/or prepare specific submission attachments and requirements;
  • Manage a deadline email alert system for the department and all staff to ensure that reports to foundations are prepared in a timely fashion, including preparing a series of reminders to program staff which include key information and support documents for the completion of the report;
  • Maintain, update and organize development files including documents that track grant goals, objectives, and activities, proposal and report templates, and other standard attachments;
  • Track, maintain, update and ensure accuracy of our Salesforce database for foundation, corporate and donor contacts, grant and donation records, funder and donor campaign lists, and correspondence; create, edit, and run regular contact and fundraising reports from Salesforce;
  • Prepare timely and accurate correspondence, both via mail and email, for leadership to send to foundations and donors, and provide careful proofreading of communications;
  • Serve as a resource for program staff on accessing information from development files and conducting their own outreach to current and prospective funders, including generating accurate funder contact lists for regular project meetings, providing updated grant information, and performing complex mail merges if needed;
  • Work collaboratively with the development, finance, and administrative teams to address requests from funders with tight turnaround timelines;
  • Conduct preliminary research and background information gathering related to prospective foundations, corporations, and government funding opportunities, as needed;
  • Assist the Communications and Outreach Coordinator with the department’s individual giving efforts as needed, including assisting with donation mailings, research, donor cultivation events, and board meetings;
  • Work closely with the program and operations departments to support the communications and administrative needs of the organization;
  • Update development and organizational process and systems documents as needed, and make suggestions for continuously improving systems; and
  • Perform other duties as assigned.

Required Qualifications

  • A post-secondary degree;
  • At least 3-5 years of professional administrative or other relevant experience;
  • Familiarity with the principles, methods, and practices of the development profession;
  • Excellent organizational and office/administrative skills;
  • Exceptional ability to work independently with meticulous attention to accuracy/detail and a commitment to quality work;
  • Superior judgment, discretion, tact and patience;
  • Flexible, resourceful, and persistent change agent with the ability to productively react and adapt to emergent needs and shifting demands;
  • Ability to learn iteratively, master new tasks quickly, adapt positively to rapid feedback, and interpret and apply learning in one area to other areas of work;
  • Creative, innovative and deductive problem-solver that is comfortable with uncertainty, and can communicate questions and support needs clearly;
  • Demonstrated ability to prioritize and handle multiple time-sensitive tasks simultaneously requiring rapid turnaround and in a fast-paced and complex environment without sacrificing attention to detail;
  • Ability to take initiative and ownership of projects, and recognize and elevate opportunities for systems improvement;
  • Excellent written and oral communication and customer service skills, excellent interpersonal skills, and ability to communicate responsively, appropriately, and professionally;
  • Advanced working knowledge of Microsoft Office (Excel, Word, Outlook, PowerPoint);
  • Comfort with and aptitude for learning new technology systems;
  • Able to efficiently perform substantial error-free data entry for a variety of functions, such as typing, text editing, data entry, file management, and calculations;
  • Sensitivity to confidential matters; and
  • Able to be a team player, understand and adapt to team members’ work styles and preferences, and work effectively with others in a vibrant, diverse and multicultural environment.

Preferred Qualifications

  • Previous experience with Salesforce or other client enterprise system; and
  • Previous experience with AirTable or other project management system.

Compensation

Salary is competitive and commensurate with experience. Generous benefits.

Application Process

Applications must include 1) cover letter, 2) resume, 3) brief writing sample (no more than three pages), and 4) at least three references.

Please submit your application materials to jobs@childrennow.org with attachments in PDF or Microsoft Word format only. Please include your name in the file name for all documents (e.g. g.smith – resume).
We do not accept phone inquiries regarding the position.

Children Now is an equal opportunity employer and is committed to staff diversity, equity and inclusion. Children Now values diversity as an asset essential to accomplishing our work and views diversity as including differences in race, national origin, age, sex, sexual orientation, gender identity and/or expression, disability, veteran status, job skills, education, and geographic location and any other category protected by law. We encourage all qualified candidates to apply.