The Development & Administrative Coordinator of The Chicago Bar Foundation (CBF) plays a key role in supporting the development team, assisting in database management, and performing administrative tasks crucial to a well-functioning office.
An integral member of the CBF Development Team, this position provides administrative and strategic support to the Development Team and also supports the Associate Director and the Senior Manager of Finance & Operations. The Development & Administrative Coordinator reports to the CBF’s Manager of Development & Events.
DUTIES AND RESPONSIBILITIES
The Development & Administrative Coordinator is a full-time non-exempt position and the specific job duties and responsibilities include the following:
Development Team Assistance (70%)
Work with the Manager of Development & Events to execute all CBF special events. Duties include:
Drafting and sending event sponsor solicitation letters;
Soliciting vendors for auction items;
Managing attendee/sponsor registration; and
Creating and sending donor acknowledgments related to events.
Provide primary support to the Manager of Development & Events for the annual Investing in Justice Campaign, which includes:
Working with the Manager of Development & Events, Campaign leadership, and other CBF staff on the strategy, planning, and execution of the Campaign;
Executing the packaging and delivery of all Campaign materials;
Preparing spreadsheets detailing contents of firm packets (checks, cash, and credit cards slips sent in) to aid the Senior Manager of Finance & Operations in importing gifts into database
Responding timely and accurately to Campaign volunteer leadership requests for participation and gift reports; and
Generating and delivering timely and accurate gift recognition for individual and firm/corporate donations.
Assist with other Development Team efforts to develop and execute strategy and plans for individual giving to the CBF outside of the Investing in Justice Campaign, which includes:
Researching prospective donors to support the Development Team in soliciting gifts;
Preparing mailing materials for direct mail solicitations including mail merges from existing files, formatting and printing correspondence, envelopes and mailing labels;
Producing development reports as needed from the development database;
Managing donor acknowledgment process; and
Support the Executive Director on development-related initiatives
Grants Program Support (15%)
Provide staff support to the Associate Director to support efforts to review and evaluate grant applications and reports;
Assist the Associate Director in analyzing all of the information collected as part of the CBF’s grantmaking process, including compiling information submitted by grantee organizations through proposals and site visits:
Ensure entry and maintenance of timely and accurate information in the CBF’s grants database, Foundant
Ensure accurate, timely and thorough filing of all grant proposals, correspondence and other records
Assist the Associate Director in tracking grants-related data
Assist the CBF’s Associate Director in the review and grant process for the CBF’s fellowships and scholarships, including: developing summary charts of the applicants; scanning in all nominations/applications and preparing the materials for distribution to the relevant selection committee; developing mail merges for notifications and payments to recipients; and record-keeping;
Provide support to the Associate Director on Cook County contracts, including billing, annual reports and RFP submissions; and
Work with the Associate Director to manage the CBF’s Legal Aid membership group for CBA memberships.
Finance & Operations Support(15%)
Support the Senior Manager of Finance & Operations in ensuring accurate data entry into the database which includes:
Entering new data as available to keep the database current;
Preparing gifts for entry into the database and importing gifts into the database when needed; and
Verifying data with outside sources to ensure accuracy.
Update committee and other lists in database and cloud storage;
Answer the CBF main phone line, including responding to phone queries and members of the public needing information about where to obtain legal help; and
Greeting visitors at the front entrance.
Attend major legal and philanthropic community events when possible.
Assist with other projects and duties as assigned.
Associate’s degree required.
A minimum of one year of nonprofit experience with focus in development preferred; donor database experience is useful.
Excellent communication, organizational, and time management skills.
Ability to work flexible hours when needed, including evening/weekend hours for CBF’s special events and other legal and philanthropic community events.
Demonstrated proficiency in Microsoft Office functions (particularly Word, Excel, and Outlook).
Understanding of and commitment to the mission and values of the CBF.
Additional Salary Information: Salary depending upon experience.
About The Chicago Bar Foundation
The Chicago Bar Foundation brings the legal community together to improve access to justice for people in need and make the legal system more fair and efficient for everyone.
As the charitable arm of The Chicago Bar Association, the CBF is the largest voluntarily supported bar foundation in the country. The generous contributions of thousands of dedicated individuals, more than 200 law firms and corporations, and many other committed partners make the CBF’s work possible. Thanks to that strong support, the CBF awards more than $2 million in grants each year and plays a lead role in a number of innovative access to justice initiatives.