Development Associate

Position Overview

The Development Coordinator at the Internet Archive provides administrative, operational, creative, and operational support to the finance and philanthropy department. This role is highly administrative and is responsible for maintaining accurate donor records, processing and acknowledging contributions, coordinating communication between the Finance and Philanthropy teams, supporting donor campaigns, and creating visual materials in AI for philanthropy initiatives.

The ideal candidate will report directly to the Head of Philanthropy. The role warrants an extremely detail-oriented, digitally literate, and creative person. We are looking for someone who is comfortable working independently and remotely. The position requires an initiator who can take a project from start to finish with minimal direct supervision.

Qualifications

Bachelor’s degree required. Approximately two years of experience in nonprofit fundraising, development, philanthropy, finance or a related field preferred. Strong organizational and administrative skills with excellent attention to detail. Strong visual and design skills with an ability to create polished, professional materials that align with department branding.

Digitally literate and comfortable learning and working across multiple software platforms. Experience with fundraising CRM systems and/or QuickBooks is preferred. Strong written and verbal communication skills. Ability to handle confidential donor and financial information with discretion. Strong problem-solving skills and attention to accuracy.

Self-motivated and proactive, with the ability to work independently and prioritize responsibilities without extensive direction. Ability to manage multiple projects and deadlines simultaneously. Comfortable in a team environment where feedback is welcome.

Key Responsibilities

Fundraising Administration & Donor Stewardship Upload and accurately record checks and other contributions into the organization’s fundraising CRM. Ensure donations and donor information are entered accurately and in a timely manner in the department's database and financial platforms. Prepare and send prompt acknowledgments and thank-you communications to donors.

Maintain accurate and up-to-date donor records. Use AI or build systems to monitor incoming gifts and access missing or incomplete information. Provide administrative support for fundraising initiatives, donor events, and special projects as needed. Finance & Philanthropy Coordination Serve as a liaison between the Finance and Philanthropy team regarding donations, deposits, donor records, and financial reporting.

Reconcile information between QuickBooks and the fundraising CRM to ensure records are accurate and consistent. Investigate and resolve discrepancies between financial and fundraising records. Communicate identified issues and resolve them. Ensure fundraising and financial records remain accurate and current. CRM & Data Management Regularly review fundraising CRM for errors, inconsistencies, duplicate records, and missing information (open to using AI tools and systems).

Quick response in Identifying and reporting technical CRM and or data-related issues. Develop an understanding of the organization’s CRM processes and identify opportunities to improve efficiency and accuracy. Assist with documenting and improving administrative and data-management processes. Work with Head of Philanthropy directly on best practices and approaches on improving reconciliation processes.

Creative Support Ad Hoc Some ability to create visual materials as needed to support philanthropy events, donor communications and special initiatives. Collaborate with members of the Philanthropy team to develop creative concepts and materials that effectively communicate fundraising and donor-engagement goals.