Development Operations Specialist

The Development Operations Specialist is responsible for the management of the organization’s Donor Management Database. They are responsible for the management and optimization and development of processes, systems, resources and reporting essential to successfully execute development and communication activities and achieve development goals. They are responsible for contributing to the strategic thinking and planning needed to accomplish development goals. They are responsible for managing a portfolio of donors.

ORGANIZATIONAL RELATIONSHIPS:
This position is supervised by: Director of Engagement

ESSENTIAL FUNCTIONS OF THE JOB INCLUDE: 

Management of CRM, donor and donation data

- Enter all donor and gift information into the database, including incoming gifts (monetary gifts, in-kind gifts, matching gifts, sponsorships, grants, 3rd party gifts, and all other revenue collected by the organization), contact information; and other information as requested 

- Update donor records including changes to contact information, mailing preferences, relationship connections, and information that could be helpful for cultivation.

- Adhere to our data collection and acknowledgement processes, ensure consistency and ensure all processes are in alignment with best practices and financial regulations, as requested from the organization’s Financial Team

- Track engagement with donors through the moves management process.

- Responsible for overall usage, accuracy, efficiency, database maintenance and administration including management of data hygiene (duplicate management, data imports, data appends, backups and updates).

Data Tracking, Analyzing and Reporting

- Work with the Finance Team to reconcile monthly Development financials and provide them with all required supporting information .

- Track and analyze constituent data to better inform development planning and strategic decisions.

- Report on progress to development goals and provide insight to benchmarks 

- Suggest donor lists for appeals or outreach activities

- Create and manage reports to donor mining and within our database utilizing DonorSearch

- Create and maintain a suite of development reports that can be accessed by the development team 

- Other reports as necessary  

Development Operations

- Create and update standards of operating procedure for all development processes, including: receiving donations, data entry, donor acknowledgement

- Monitor database performance and improve technology when necessary

- Ensure the effectiveness of database tools and services

- Educate development team and associated staff and volunteers on all development systems and ensure that best practices are being used 

- Serve as the point of contact for all development systems, including the donor database, and advocate for changes when needed

- Train or provide access to training for necessary staff and provide updates as needed.

- Manage the donation stewardship and acknowledgement process including receipts, letters, hand-written cards, donation certificates and phone calls

- Work with the Communications and Events Team on the creation of online forms, donation pages, emails, peer-to-peer fundraising campaigns, etc. 

Manage donor portfolio

- Maintain a portfolio of mid-level donors by adding donors as they donate at this level and identifying donors to be cultivated for this level.

- Conduct necessary donor and donor prospect research to better understand capacity and/or personalized cultivation.

- Create and maintain a moves management plan for the portfolio from identification to cultivation, to solicitation, to stewardship.

- Provide updates on the status of the portfolio and identify any donors ready to be cultivated for a major gift.

Other Development responsibilities

- Represent the AWLA by participating in events when requested

- Track and report on event income and engagement

- Answer donor calls, email and written correspondence 

- Outreach to donors via calls, email and written correspondence 

- Support the Director of Engagement, Chief Executive Officer and additional AWLA colleagues with additional projects as requested   

POSITION SPECIFICATIONS: REQUIRED: 

1. Bachelor’s Degree and three years’ experience in relationship building, or a high school diploma and five years’ experience in fundraising and/or sales

2. Strong proficiency or experience with relational database systems, CRMs or similar non-profit fundraising platforms. 

3. Strong communication skills, including writing, conversational and presentations

4. Skilled in process improvement to enhance efficiency and reduce discrepancies

5. Ability to handle multiple tasks in a busy work environment, while keeping focused and organized

6. Strong customer service skills, ability to build relationships

7. Ability to exercise independent judgment and discretion 

8.Proactive mindset with a focus on delivering actionable solutions 

9. A self-starter who can work independently and collaboratively as a key member of a small, strong team 

10. Ethical values, ability to handle sensitive information confidentially 

11. Proficiency in Microsoft Office Suite, specifically Word and Excel 

12. Compassion and concern for both animals and people 

13. Ability to pass a criminal and financial background investigation 

PREFERRED:

1. Experience working in a development or fundraising capacity 

2. Animal welfare experience

3. Customer service experience 

WORKING CONDITIONS: 

1. Indoors in air-conditioned/heated office, outdoors at shelter or on-location for various activities

2. Equipment use: PC, laser printer, copy machine, postage machine, fax machine, telephone and credit card machine 

3. Work Hours: 

             a. Regular work hours are Monday to Friday, 8:30 a.m. to 5:00 p.m. 

             b. Some evening and weekend hours may be required

4. Constant interaction with people, including staff and donors

5. Regular exposure to animals; offices often house dogs, cats or other animals

The starting cap salary for this position is $50,000, and it comes with a robust benefits package. 

 This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.  

The Animal Welfare League of Alexandria provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, pregnancy, childbirth or related medical conditions.

Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.