March 29, 2021

Donor Services and Administration Manager

Location:  New York, NY
Department:  Development Department (75%); Finance & Administration (25%)
Reports To:  Director of Development (75%)/Director, Finance & Administration (25%)
FLSA Classification:  Exempt, Full-Time Position
Supervises:  None
Application Deadline:  April 5th


Position Summary:

Reporting to the Director of Development, the incumbent will manage the foundation’s Donor Services function (75%), and will report to the Director, Finance and Administration to coordinate assigned Administrative functions (25%).

As Donor Services Manager the incumbent will report to the Director of Development and will be responsible for recording and acknowledging all US gifts, coordinating accurate bi-national gift and fund information in the donor management system, and issuing quarterly donor statements. In addition, the Donor Services Manager is the main focal point in the interface with donors or potential donors, answering all queries, promoting BrazilFoundation products and services and ensuring that the BrazilFoundation team is informed of donors’ philanthropic goals.



• As a Donor Management Platform expert, serve as master of Raiser’s Edge and ensure that systems’ functionalities are fully optimized and implemented to enhance donor information management and services;
• Produces donor reports;
• Coordinates with Brazil database management;
• Contributes to automation of donor information management and donor service procedures;
• Maintains data base of current and potential donors, recurrent donors and other key contacts on Raisers Edge;
• Responds to internal and external stakeholders promptly with donor/gift data;
• Drafts and mails donor correspondence;
• Processes gifts for all funds in a variety of asset types including checks, wire transfers, credit cards and securities;
• Maintains gift notification reports and ensures timely receipt and processing of all gifts;
• Drafts reports and correspondence related to all BrazilFoundation’s Funds;
• Responds to Fund inquiries by donors, including grant and gift histories, report requests and fund balances;
• Produces, mails and uploads quarterly donor statements for donor Funds;
• Processes donor advised fund distributions including monitoring compliance in coordination with Brazil team;
• Monitors Donor Services and BF general email accounts for incoming communications;
• Coordinates development team with campaign mailings;
• Maintains gift and distribution records and documents per retention policy guidelines;
• Assists with the organization and facilitation of Fund Administration, including, but not limited to, reviewing and updating standard donor correspondence templates and forms as well as preparation of internal/management reports;
• Prepares wire transfers to Brazilian beneficiary organizations to be approved by CEO;
• Prepares wire transfer internal documentation and informs Brazilian organizations of wire transfers effected;
• Maintains and monitors controls and information related to the BF funds’ distributions;
• Provides telephone message support to current and prospective donors;
• Prepares correspondence, mailings and written documents as needed;
• Maintains department files (physical and electronic);
• Assists with preparation of materials for the annual audit and annual report as needed;
• Works as needed with Director of Finance and Administration, liaising on donor financial and accounting processes;
• Assists the Director of Finance and Administration and the CEO with the design and formalization of policies and procedures related to Donor Information Management; and
• Performs other duties as assigned.


Reporting to the Director of Finance and Administration (25%), the incumbent will support the foundation’s US operations by coordinating office related procedures in order to ensure organizational effectiveness, efficiency and safety.



• Monitors all incoming invoices and prepares payments;
• Acts as a control point to ensure that every payment is:
o based on a contract and invoice signed
o approved by the required level of authority (as per the BrazilFoundation’s Manual of Authorities)
o aligned with pre-established approved budgets and standard procurement guidelines;
• Maintains and monitors personnel leave and holiday system;
• Liaise with accounting, providing information and support as assigned and acting as a back-up for accounting procedures;
• Respond to surveys and questionnaires concerning the operation of the Foundation;
• Maintain a clean and comfortable office atmosphere and serves as the point person for office and equipment maintenance, mailing, supplies;
• Assists the public relations and events team with execution of special events or donor services- related activities including billing, event logistics, auction paperwork, acknowledgement letters, RSVPs and guest lists, check-in and registration and volunteer coordination.

Skills Required:

• Proven ability to manage large databases such as Blackbaud Raisers Edge
• Customer relations, administrative, accounting and office management experience
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Strong organizational and planning skills
• Excellent written and verbal communication skills in English and Portuguese are required
• Discretion and ability to maintain sensitive and confidential information
• Strong computer skills, knowledge of Microsoft Windows, Word, Teams, Excel, Powerpoint.
• Ability to learn quickly and monitor complex legislation and regulations in the philanthropic sector
• Passion for community service and the ability to work as part of a professional team
• Experience with philanthropy or a community foundation is desirable.

Minimum Qualifications:

• Must have permission to legally work in the US
• Bachelor’s degree
• A minimum of three years related work experience, including data base management and customer-service experience
• Proficient computer skills utilizing Microsoft Office products, including Outlook, Word, Teams and Excel

Organizational Expectations:
Each employee of BrazilFoundation is an essential part of the whole. We are in the business of helping Brazilian communities. Each role supports our overall mission to strengthen the BrazilFoundation community by attracting charitable donations and endowments, maximizing benefits to donors, advancing strategic philanthropy through grants programs, and providing leadership in the Brazilian philanthropic community.


Expected Core Competencies:

• Promoting ethics and integrity, creating organizational precedents
• Building support and political acumen
• Promoting an environment of creativity, innovation and open communication
• Contributing to an emotionally intelligent organization
• Addressing conflict in the interests of the foundation and setting standards
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning

Working Conditions & Physical Demands:

• Exempt, Full-Time Position
• Ability to sit for long periods of time
• Ability to use a computer keyboard for extended periods of time
• Ability to lift and carry up to 25 pounds occasionally

How to apply:
To apply, send C.V. and cover letter in English by April 5th to:

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required. External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.

This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.