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Engagement & Operations Manager

Benefits

Excellent benefits package including medical insurance, retirement plan, plus generous vacation, holiday, and sick leave, generous flexible hours policy, and generous hybrid work policy. After two years of employment, YWCA employees become eligible for enrollment in the YWCA Retirement Fund; currently, YWCA makes monthly contributions to participants’ retirement accounts of 14% of the employee’s gross income. Participants are immediately 100% vested upon deposit. No employee match is required to enjoy this benefit.

Summary

The Engagement & OperationsManager is a primary support role for the Development Division and provides avariety of administrative, event, project management, donor engagement supportto the Division.

This position provides support to theChief Philanthropy Officer;the Director, Development Operations& Financial Planning; the Director,Individual & Corporate Giving; and the Donor Services Manager, and all donor/funder relationship managers andis a key role within the Development operations team.

This position must demonstraterespect for diversity, assuring that volunteers, staff, clients and donors aretreated with respect and dignity regardless of race, ethnic background, genderor gender identity, sexual orientation or socioeconomic background. Thisposition has a social justice component that will require critical thinkingaround how systems impact the work that we are doing through the lens of racismand intersections with poverty. As an equal opportunity employer, we highlyencourage people of color to apply.

Responsibilities

This position description generally describes the principal functions of the position, the level of knowledge and skills typically required and the general scope of responsibility. It is not intended as a complete list of specific duties and responsibilities and should not be considered an all-inclusive listing of work requirements. Individuals will perform other duties as assigned.

• Engage in agency-wide Race & Social Justice Initiative (RSJI) and strive for racially equitable outcomes; take responsibility for creating and maintaining a safe and welcoming community by making room for populations who routinely encounter systemic oppressions
• Adhere to all Volunteer Services protocol relative to volunteer usage, recognition and monitoring
• Attend required safety trainings and meetings; follows all safety and health guidelines, standards, practices, policies and procedures; and actively participates in the agency’s Emergency Preparedness program and activities

Development Division-focused duties:

• Serve as logistical lead for all internal Development Division events, either on-site or virtual, including but not limited to team meetings; certain Board committee meetings; and major donor, corporate, and annual fund events (e.g., donor/funder YWCA site visits, “tabling” events, etc.)
• Serve as primary, in-house, logistical support to Event Lead and event subcontractors
• Serve as project manager for Development fundraising materials, graphic design projects and communications (invitations, new donor mailings, stewardship cards, email copy, website text, event informational briefs, Development collateral, and other projects as identified)
• Project manage inter-divisional projects as assigned
• Ensure in-kind donations are collected in a timely manner and accurately entered into database and in-kind donation process is understood and appropriately utilized by all stakeholders
• When requested, assist Donor Services Manager in entering pledges, pledge payments and cash gifts into the donor database
• When requested, ensure donor/funder database information is kept up-to-date
• Perform general database searches and queries using Salesforce; create and manage necessary list pulls for internal event invitations and donor engagement opportunities
• Assist in managing check requests for the Division
• Pick up mail and ensure appropriately delivered no less than three times per week
• Ensure all Division corporate credit card holders submit their expense reports for approval
• Ensure checks get delivered to Donor Services Manager to process and then Accounting Services to deposit into the bank
• Assist Director, Development Operations & Financial planning with creating and delivering expense account adjustments
• Ensure weekly reports are sent out to the team
• Review portions of the monthly General Ledger release (as assigned by the Director, Development Operations & Financial Planning) against Salesforce and monthly closing documents to ensure information accurately entered into YWCA’s accounting software by the Accounting Services team
• Order office supplies for the Division and keep the office supply closet stocked and organized
• Manage Division email inboxes, e-fax and calendar(s)
• Ensure acknowledgement letters are printed and mailed
• Ensure honorarium and in memoriam acknowledgement are sent on a timely basis
• Work closely with the Development Division staff to maintain Division documents, the Division Shared Drive, and the Division SharePoint
• As needed, perform word processing using MS Office; presentation creation and editing using MS PowerPoint, MS Publisher, and Canva; and spreadsheet creation and updating using MS Excel
• Make recommendations to improve Division efficiencies
• Schedule all Division meetings and ensure accurate notes are taken
• Serve as supplemental support for CEO on a limited basis when requested
• Other duties as assigned

Qualifications & Core Competencies:

COVID-19 Vaccination Requirement

In accordance with COVID-19 safety practices, YWCA has a COVID-19 Vaccination Policy, and all new hires need to be fully vaccinated prior to their first day of employment. YWCA considers a new hire “fully vaccinated” when at least two weeks have passed after the date the employee received:

A second dose in a two-dose vaccine series, such as the Pfizer or Moderna vaccines; or

A single-dose vaccine, such as the Janssen (Johnson & Johnson) vaccine

Physical Demands

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In performing this position, the employee:

• Continuously exchanges information through listening and talking with agency staff, volunteers, and individuals in the community
• Frequently stands, walks, sits, and climbs in performing duties and traveling to off-site meetings
• Frequently reaches and grasps in using telephones, computers, and in general operations
• Occasionally lifts/carries up to 20 lbs. of paperwork, files, and materials
• Occasionally lifts/carries more than 20 lbs. of materials or arranges materials to be lifted/carried
• Frequently to occasionally (depends on work from home schedule) performs close work while updating files, reading program information, using computer, and attending meetings
• All positions at YWCA of Seattle | King | Snohomish are exposed to clients who have experienced or are experiencing trauma in various forms including but not limited to domestic violence, sexual violence, homelessness, unemployment, financial hardship, etc; as a result, staff are at risk of secondary trauma and encouraged to seek external support and maintain self-care when working indirectly or directly with clients

• Continuously = Over 80% of the time; Frequently = 20-80%; Occasionally = Under 20%