Development & Grants Administrator

Ruff Start Rescue is a 501(c)3 nonprofit foster-based companion animal rescue based in Princeton, Minnesota, that serves the entire state. RSR rescues thousands of animals annually, including dogs, cats, and critters.

Description: The Development & Grants Administrator will support and contribute to the development team by managing Ruff Start Rescue’s donor database, overseeing the donation process, and ensuring timely gift processing and donor acknowledgment. This role will also play a key part in donor cultivation, stewardship, and in-kind donation coordination. Additionally, you will be responsible for all aspects of grant management, including, but not limited to grant writing, prospect research, reporting, grant fulfillment, and interdepartmental communication and collaboration. You will also manage development volunteers. Working closely with both the development and accounting teams, the Development & Grants Administrator will represent Ruff Start Rescue with professionalism, organization, and a warm, donor-focused approach.

Availability: This is a full-time, hourly position of 40 hours per week, requiring year-round full-time availability. The position follows a Monday–Friday, 8 am–4 pm schedule, with occasional nights and weekends as needed. Three days per week will be remote (work-from-home), and two days will be in the Princeton office. Fully remote work is not an option for this position.

Lead and Supervise:

• Volunteer Donation Recorders

• Volunteer Animal Supply Gift Coordinators

• Grant Volunteer

Essential Job Functions:

Gift Processing and Data Management & Administrative Support (50% - 20 hours per week)

• Actively maintain the Development Team’s DMS (Donor Management System), updating pertinent information as it relates to donor actions, proposals, appeals, reports, gifts, planned giving, and relevant contact information.

• Responsible for all gift processing in our DMS, along with designating donations for the accounting manager.

• Ensure data integrity through accurate data entry and ongoing clean-up efforts

• Manage the timely acknowledgment of gifts and ensure that all types of donations (cash, pledges, matching gifts, grants, special events, in-kind donations, planned gifts, etc.) are properly documented and in accordance with IRS requirements.

• Provide administrative support to the Director of Development, 

• Assist with the writing and editing of appeals, acknowledgments, donor news, reports, and proposals

• Prepare accurate research and reports on prospects and assemble materials for cultivation and solicitation visits for the Development Director, Development Officer, and Executive Director. 

• Collaborate with Accounting Manager. 

• Oversee the development of membership subscriptions and renewals -Examples: CFC, Guidestar, Charity Navigator

• Other duties as assigned

Grant Administration (35% 14 hours per week)

• Provide prospect research for potential grant opportunities for programs, services, operations, and other needs within the organization

• Maintain a list of timelines/deadlines and tasks associated with grants at all stages

• Submit a minimum of 40 grants per fiscal year

• Uphold relationships with foundation representatives and grantors as appropriate

• Oversee post-award grant management, reporting, and communication with funders.

• Collaborate with internal departments to ensure proper utilization of restricted funds in accordance with grant guidelines. Provide regular reminders and accountability to staff, track fund usage, and ensure timely and accurate reporting to funders.

• Provide feedback and guidance to members of leadership pertaining to grant opportunities and secured funds to ensure compliance with funder guidelines and project parameters.

• Provide monthly progress updates and reporting to the board, leadership and finance commitee on grant submissions, pipelines, and secured funds.

Donor Cultivation & Stewardship (10% 4 hours per week)

• Respond to internal and external constituents and project a professional image for Ruff Start through customer interaction and maintain a high degree of confidentiality as they work with donors, volunteers, staff, and the public.

• Communicate with donors in person, on the phone, and by email.

Volunteers (5% 2 hours per week)

• Train and oversee volunteer Animal Supply Gift Coordinators to handle all incoming in-kind donation requests.

• Train and oversee Development Volunteers

• Maintain regular communication with volunteers; fill in whenever volunteer vacancies exist.

• Update Donation Procedures and other donation training materials as needed

• Ensure processes are efficient and effective; make recommendations and changes as needed

Required qualifications:

• A passion for animals and Ruff Start Rescue’s mission. 

• Minimum of two years of experience with data entry and data management in a CRM

• Minimum of 2 years experience with grant research, proposal writing, and managing grant timelines and reporting, preferably with a focus on animal welfare.

• Minimum 2 years proven ability to meet grant submission deadlines and quotas annually and manage post-award requirements in a timely manner.

• Proficiency in advanced computing functions such as downloads and merge/purge operations from the database, querying, and data analysis to generate ad hoc reports to meet specifications and create complex presentations, including advanced formatting. 

• Significant attention to detail and superior organizational skills

• Excellent interpersonal and public relations skills, professional phone skills, written and verbal communication skills, with the ability to write and edit donor communications, grant reports, and other development materials.

• Ability to self-start, prioritize, and multi-task, along with the ability to work quickly and efficiently.

• Ability to quickly adapt to new equipment and technology, trends and organizational needs

• Ability to work alongside and collaborate with all departments within the organization: Board of Directors, Finance Committee, Leadership, Staff and Volunteers.

• Have access to reliable smartphone and computer with Zoom, phone call and email capabilities to host trainings/meetings, complete job duties and communicate with staff and funders.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in business, non-profit administration, finance, or a related field

• Animal welfare experience in development, grants and programs

• Strong communication, both written and verbal, and interpersonal skills to build relationships with funders, particularly those with an interest in animal welfare.

• Demonstrates accuracy and thoroughness in managing grant details, timelines, and data, ensuring compliance with all requirements.

• Experience with budget preparation and financial reporting for grants, ensuring funds are used effectively and in compliance with grant requirements.

Physical Demands 

The physical requirements listed here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Position involves sitting for extended periods of time while working at a computer terminal. Employee must be able to communicate effectively in a typical office environment with a standard level of office noise. Occasional standing, bending, walking and lifting (30 lbs) is also required. 

• Employee will be required to be a part of animal transport, which will expose the employee to animals (primarily dogs/cats), dirt, dust, uneven surfaces, and outdoor weather conditions. Noise will typically be moderate.

Personal Characteristics:

• Positive Approach and Resilience

• Proactive and Driven

• Independent, Goal-Oriented Work Style

• Integrity and Discretion

• Dependable and Mission-Aligned

Reports To

Director of Development

Compensation:$40,000- $50,000 Annually, Exempt, Salary Position

PTO 

• • First-year 10 days Prorated from 90 days

  • Years 1 and 2 15 days (3 Weeks)

  • Year 3 and 4 20 Days (4 Weeks)

  • Year 5 and 6 25 Days (5 Weeks)

  • Year 7 + 30 Days (6 Weeks)

  • When an employee rolls over to a new year bracket, we would prorate from their anniversary day.

  • • Ruff Start Rescue recognizes seven paid holidays each year. Should a holiday fall on a weekend, the holiday will be observed on the workday closest to the holiday.

• Employee Discount

• Professional Development courses covers up to $200 annually. 

• Paid parental leave