FSLA Status: Exempt 
Salary Range:Range commensurate upon experience - $49,060-67,048
Reports to: Manager of Analytics

Mission: For more than 50 years, the Conservancy of Southwest Florida has been a leading environmental advocacy organization dedicated to protecting Southwest Florida's water, land, wildlife, and future.

Job Overview
Generates membership renewal notices, processes/batches gifts and memberships, and assures integrity of data entry to membership database records. Responsibilities will include scheduling committee meetings, and accurate data entry into the Conservancy’s constituent and member records.

Responsibilities

• Administrative Support
o Assists CAO in the day-to-day functions of the Conservancy, providing administrative and/or special project support.
o Provides documentation of campaign matters including Naming and Recognition recordkeeping, gift agreements and pledge documentation including Docusign support for signatures, and monitoring in Blackbaud Altru.
o Coordinates meeting and event schedules and calendars, when necessary, among the development staff, CEO, major members/donors, and Conservancy Staff.
o Provides all necessary administrative support to the Committees including sending meeting notices, materials, RSVPs; coordinating site logistics; taking minutes and any other tasks as needed.
o Processes invoices for the Development department including coding, approvals and submitting to business office in a timely manner and maintains an accurate file of all contracts, following up on preparation and required signatures.

• Gifts and Membership Processing
o Receives and processes all gifts and memberships, including various types of contributions.
o Links payments to memberships, events, memorials, pledges, etc. if necessary.
o Troubleshoots and resolves variances related to gifts and memberships.
o Generates monthly membership renewal notices on time and in sequence.
o Sends out acknowledgement letters for contributions received and updates acknowledgement letters in Altru, as needed.
o Coordinates with Development staff for customized letters.
o Generates and mails needed membership cards if digital card is unavailable.
o Ensures Cuseum interfaces with CRM and membership data is up to date.
o Maintains AFP (Association of Fundraising Professionals) code of ethics and confidentiality of all donor records and information.

• Events Data Processing and Maintenance
o Oversees data team on the back end of events for auction purposes.
o Adds attendees after events in Altru and updates attendee lists.
o Processes reimbursements using credit card processing and auction software.
o Contacts donors for rejected credit cards and follows up on pending auction payments.
o Works with Database Manager on import/export from OneCause to Altru by payment type in coordination with the Business Office.
o Imports/exports acknowledgement letters to purchasers and donors.

• Database Maintenance
o Maintains hard copy of donor files, records, and correspondence for Development office and enters emails and notes into Altru when required.
o Runs National Change of Address (NCOA) on constituent database quarterly.
o Provides support for Constituent Codes, ensuring proper coding of Board and Committees.
o Makes changes to Altru database as requested and functions as a backup to the Database Manager.
o Assists with database clean-up, including de-duping of records and correction of gift entries with oversight from management.
o Provides input in maintaining and updating Procedures and Policies manuals for Altru.
o Reviews and researches returned mail generated from the Altru database.
o Reviews and updates database records for constituents who are recently deceased.

•Support Database Operations
o Assists the Development office with events, including set-up, greeting donors, and clean-up, as needed.
o Keeps track of supplies used for membership mailings.
o Coordinates with Volunteer Services Coordinator for assistance with mailings, assembly of new membership packets, etc.
o Processes new employee memberships and renewals.

Education and Experience
• Bachelor's degree from a four-year college or university, or one to two years of relevant experience and/or training, or an equivalent combination of education and experience.
• Five years of experience in business or non-profit membership office or a related professional field, with an Associates or Bachelor's Degree preferred.
• Proficiency in Microsoft Office (Word and Excel); familiarity with Altru or similar fundraising and membership software is a plus.
• Highly organized and task-oriented, with strong problem-solving skills and a proactive approach.
• Capable of managing multiple projects simultaneously and adapting to different situations.
• Skilled in task implementation and long-term tracking.
• Able to prioritize, process, and meticulously handle daily membership transactions with a strong commitment to environmental conservation.

Skills and Abilities
• Proficiency in reading, analyzing, and interpreting business materials, journals, procedures, and regulations.
• Strong writing skills for reports, business correspondence, and manuals.
• Effective presentation and communication abilities when addressing groups.
• Competence in mathematical operations (addition, subtraction, multiplication, and division) with whole numbers, fractions, and decimals.
• Capability to calculate rates, ratios, and percentages, as well as create and interpret bar graphs.
• Problem-solving skills for practical issues with limited standardization.
• Proficiency in interpreting written, oral, diagram, or schedule-based instructions.

Certificates, Licenses and Registrations
• Valid driver’s license and good driving record.

The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties; management may assign additional responsibilities.

Physical Demands and Work Environment
This job description recognizes that reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the role. The job entails:
• Regularly required to sit, stand and walk.
• Lift/move objects weighing up to 25 pounds.
• May spend time in the field, and experience exposure to Florida outdoor weather conditions.
• Use of hands for various tasks.
• Visual abilities include close and color vision, along with peripheral and depth perception.
• Noise level in the work environment is typically moderate.

Equal Opportunity Employer
The Conservancy of Southwest Florida is an equal-opportunity employer and provides reasonable accommodations to individuals with disabilities to perform essential job functions.

Date Posted: 11/06/2025