Position: Associate Director, Operations

Department: Philanthropy

Reports to: Chief Philanthropy Officer

Category: 100% Full-Time

FLSA Status: Exempt

DEPARTMENT SUMMARY: The Philanthropy department is responsible for fundraising efforts that support the Center's many programs and services that are not financially supported by government grants. The department raises nearly $20 million annually through individual gifts, foundation grants, corporate partnerships, estate and legacy giving, and fundraising events including the annual Gala.

JOB SUMMARY: Associate Director, Operations is responsible for overseeing the operational infrastructure that supports the Philanthropy department's fundraising activities and philanthropic goals. This role leads key operational functions including gift processing, donor data integrity, reporting and analytics, budget coordination, fundraising systems administration, and workflow optimization.

Working collaboratively across Philanthropy, Finance, IT, and external vendors, this position helps ensure efficient operational processes, reliable reporting, and effective use of fundraising technology platforms. The role also supervises operational staff and supports the implementation of systems, procedures, and tools that strengthen departmental effectiveness and donor stewardship.

This position serves as a key operational leader within the Philanthropy department and contributes to strategic planning, process improvement, and organizational efficiency initiatives that support fundraising performance and long-term sustainability.

ESSENTIAL FUNCTIONS

Gift Processing, Data Management, & Analysis
• Oversee daily gift processing operations, including accurate and timely entry, acknowledgment, and reconciliation of donations
• Manage and track matching gift submissions and coordinate follow-up with donors and corporate matching programs
• Support processing and tracking of contributions from Donor-Advised Funds (DAFs), ensuring accurate coding and receipting
• Maintain donor database integrity and ensure consistent coding, attribution, and donor record accuracy within CRM systems
• Support implementation and maintenance of reporting and analytics tools to identify trends and support fundraising strategy
• Ensure timely generation of donor reports, portfolio tools, and fundraising analytics
• Assist with donor portfolio maintenance, assignment updates, and prospect identification efforts
• Oversee workflows related to lapsed or failed recurring gifts and support recovery and follow-up processes

Technology & Systems Administration
• Oversee administration and optimization of fundraising CRM systems and reporting tools
• Oversee setup and quality control of online donation and event registration pages
• Coordinate event registration processes and related data management activities for Development-led events
• Support reconciliation and accounting processes related to event revenue and donations
• Serve as a liaison with IT staff, consultants, and external vendors to troubleshoot issues and support systems optimization
• Develop and maintain standardized operating procedures (SOPs), workflows, and training materials
• Support onboarding and systems training for Philanthropy staff

Budget & Financial Coordination
• Support development and monitoring of the annual departmental budget in partnership with department leadership
• Track departmental expenses and support budget reporting and forecasting activities
• Collaborate with Finance to support reconciliation, audit readiness, and financial reporting needs
• Monitor operational expenditures and vendor-related payments

Department Operations Support
• Oversee operational support activities for the Philanthropy division, including vendor coordination, payment processing, and supply management
• Support logistics and operational readiness for donor-facing activities and events
• Contribute to annual planning, documentation, workflow improvement, and operational efficiency initiatives

Leadership & Staff Supervision
• Supervise operational staff involved in gift processing, donor services, and database administration
• Provide day-to-day guidance, workload prioritization, coaching, and performance feedback
• Support staff development, onboarding, and training
• Foster a collaborative, inclusive, and service-oriented team environment
• Ensure compliance with Center policies, procedures, and training requirements

REQUIRED QUALIFICATIONS
• Bachelor's degree in business administration, nonprofit management, or a related field, or equivalent experience
• Minimum 5 years of experience in development operations, fundraising operations, CRM administration, or related operational functions
• Experience supporting fundraising systems, donor databases, reporting, and operational workflows
• Demonstrated experience with budget tracking, financial coordination, and data analysis
• Proficiency with Salesforce, Microsoft Office Suite, and other technology platforms relevant to fundraising operations
• Strong analytical, organizational, and problem-solving skills
• Excellent communication and interpersonal skills with the ability to collaborate across departments and with external stakeholders
• Demonstrated ability to manage competing priorities in a fast-paced environment
• Experience supervising staff and supporting operational process improvement initiatives
• Experience supporting fundraising events, donor services, or vendor coordination preferred