Development Operations Coordinator
Description
Job Description
Summary: We seek to foster a culture of philanthropy within the organization that values our donors. We emphasize the lifetime value of our donors and invest in building long-term relationships. Our donor-centered approach recognizes the needs and priorities of our partners while remaining aligned to our organizational mission and strategic priorities.
The Development Operations Coordinator is a vital position in the Office of Institutional Advancement that will work closely with the Senior Director, Development and Planned Giving and the Manager of Development Operations to oversee the record-keeping for donor information, systems management, list management, gift processing, reporting, drafting standard operating procedures (SOPs), donor and gift analysis, and budget monitoring. He or she works closely with peers and leadership in the Office of Institutional Advancement, the Finance Department, and the Archdiocese of New York, to gather information regularly and create effective reports and data analysis, on all donor and prospect activities.
Essential Duties and Responsibilities
The following outlines key responsibilities: additional duties may be assigned.
- Collaborate closely with senior leadership in the Office of Institutional Advancement and the Finance Department to develop, monitor, and reconcile departmental revenue budgets. Partner with the Archdiocesan database management team to ensure the accuracy and integrity of donor records in Raiser’s Edge and to oversee backend development systems.
- Work with the database management team to design, generate, and distribute internal fundraising performance reports (daily, weekly, monthly, quarterly, and annually) across all giving channels (corporate, foundation, special events, individual and major gifts, planned giving and annuitants, digital and direct mail, and board contributions). Partner with internal departments to produce accurate donor listings for annual reports, events, and recognition opportunities.
- In collaboration with the Manager of Development Operations, oversee daily gift processing, data entry, and oversee the timely production and distribution of donor acknowledgment letters. Manage the process and batching of all gifts both restricted and unrestricted including wire transfers. Recommend and implement best practices for gift coding and processing, ensuring timely and accurate donor acknowledgments and adherence to established timelines.
- Coordinate and prepare development progress reports, including data analysis and narrative summaries, for Board and committee meetings in collaboration with senior leadership. Develop dashboards or visual reporting tools for leadership and sub-departments (e.g., KPI tracking). Build pivot table reports in excel, as required.
- Oversee the tracking and management of event attendees, donors, and prospects in partnership with Major Gifts and Special Event officers and the database management team. Provide training on the Special Events Module. Upload event mailing information into records (guest lists, and RSVP lists, etc.)
- Monitor and improve donor stewardship workflows and lifecycle tracking, in RENXT for proposals like Planned Giving activities. Develop and create Queue reports, as needed.
- Manage and streamline administrative operations for the Development Department by establishing efficient workflows. Deliver training and ongoing support to staff to ensure best practices in Raiser’s Edge and RENXT data management and assist in updating and maintaining standard operating procedures (SOPs).
- Partner with the Senior Director of Development and Planned Giving and the Manager of Development Operations to supervise Development Associate, Development Assistant, and temporary staff or volunteers. Assign projects, provide training, and monitor performance.
Qualifications
Education and/or experience required:
- Bachelor’s Degree.
- Minimum five (5) years’ fundraising experience and/or training in the same.
- Previous development/advancement experience within a large institutional environment is a plus.
Skills, Licenses, and/or competencies required:
- Experience with Raiser’s Edge database technologies, including a minimum of five (5) years’ experience with creating queries, modeling reports, and running exports. Fluency in MS Office. Must know MS Excel and pivot tables.
- Experience with online giving systems, dropbox giving systems, and gifts-in-kind.
- Excellent oral and written communication and interpersonal skills: possess the ability to communicate and liaison effectively with colleagues and vendors and works well within a team environment
- Solid organizational skills: the ability to work productively in a fast-paced, detail-oriented, and collaborative environment and the ability to independently manage a multi-faceted workload and meet strict deadlines
- Accuracy and attention to detail are a must; sensitivity when working with highly confidential information and the ability to maintain discretion at all times. Accuracy with information, and supervising staff on details.
- Team-oriented thinker and development strategist able to effectively respond to both simple and complex gift scenarios confidently and with excellent donor relations.
- Genuine interest in the mission of Catholic Charities of New York and ability to participate in agency/community events.
Position Type and Expected Hours of Work:
This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Additional night and weekend hours will be required to meet deadlines and attend events, as needed.
- Newly hired employees are required to work in office five (5) days per week during their first thirty (30) days of employment,
- After the initial thirty (30) days employees become eligible for hybrid work schedule, with a minimum requirement of three (3) days per week in the office in accordance with the agency’s Hybrid Work Policy.
- Additional hours may be required as needed to meet department and agency deadlines.
Working conditions and physical demands required:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Remain in a stationary position at a work station and use a computer at least 75% of the time.
- Ambulate and/or remain in a stationary position at seminars, events, fundraisers etc.
- Travel for outreach, events and meetings at least 15% of the time using vehicle or public transportation, traverse city streets, ascend/descend stairs, and be exposed to outside weather conditions.
- Move and transport documents, objects, and other event materials.
- Engage with the public in social environments.
- Work under demanding conditions such as deadlines and project challenges.
About Catholic Charities
Chartered in 1917 to coordinate Catholic relief efforts across New York, Catholic Charities of the Archdiocese of New York and Catholic Charities Community Services today form one of the region's largest faiths based human services networks, serving people of all faiths and backgrounds. Together, the two agencies employ approximately 800 staff across more than 45 program sites in ten counties spanning New York City and the Lower Hudson Valley.
Our programs span youth development and family support; behavioral health, housing, and recovery services along a full continuum of care; food access, eviction prevention, and household stabilization; legal services, resettlement, ESOL instruction, and workforce training for immigrants and refugees; and case management, workforce pathways, and housing support through community-based neighborhood centers.
Every year, Catholic Charities serves tens of thousands of New Yorkers facing hardship, promoting dignity, stability, and opportunity through community-based programs. We are building an HR and People and Culture function that reflects the same standard of care we extend to those we serve, and this role is central to that work.
Catholic Charities of the Archdiocese of New York and Catholic Charities Community Services are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.