Title: Foundation Operations & Development Manager
Reports to: Chief Philanthropy Officer
Status: Exempt
Salary Range: $55,000 – $67,000 (commensurate with experience)
Location: Yulee, In-Office
Position Summary:
The Foundation Operations & Development Manager plays a critical role in supporting the growth and sustainability of the Boys & Girls Clubs of Nassau County Foundation. This position ensures operational excellence across financial tracking, database management, board administration, and development support functions.
Working closely with the Chief Philanthropy Officer (CPO), this role is responsible for maintaining accurate financial and donor records, supporting fundraising initiatives, and ensuring the Foundation operates with efficiency, transparency, and accountability.
Responsibilities:
Foundation Operations & Financial Management
● Accurately initiate and record all accounting transactions in the Foundation's accounting system and reconcile accounts on a monthly basis. Provide support to the Treasurer in preparation of monthly and annual reports. Manage daily cash flow and provide support to the Treasurer for long-term cash and investment management
● Prepare weekly, monthly, and annual financial reports for internal leadership and Finance Committee review
● Support budget tracking and financial forecasting in coordination with the CPO and Finance Committee
● Coordinate preparation for annual audits, including document collection, timeline management, and liaison with external auditors
● Ensure compliance with all required filings, including IRS Form 990, State of Florida reporting, and charitable solicitation registrations
● Responsible for coordinating all necessary building repairs and assuring scheduled maintenance takes place
Donor Database & Reporting (CRM-Donor Perfect)
● Serve as primary administrator of the donor database, ensuring accuracy, integrity, and timeliness of all records
● Oversee gift entry, acknowledgments, and donor record maintenance
● Generate regular and ad hoc reports to support fundraising strategy, donor segmentation, and campaign performance
● Maintain data standards and implement best practices for donor tracking and reporting
● Work with Marketing Comm./CPO/club unit directors to maintain event and social calendars; manage social media campaigns/assets/website maintenance/updates and other marketing tasks as necessary.
Development Operations & Fundraising Support
● Lead (and assist Resource Dev. Com./CPO) with the coordination, and execution of all Foundation fundraising and donor engagement events, including the annual gala, donor cultivation events, and community initiatives
● Serve as the primary project manager for events, overseeing timelines, logistics, vendor coordination, run-of-show, and on-site execution
● Coordinate and manage event volunteers, ensuring clear roles, accountability, and effective communication
● Develop and maintain event planning systems, timelines, and checklists to ensure consistent, high-quality execution
● Oversee all event-related logistics including venue coordination, catering, materials, guest tracking, and auction/item management (in tandem with committee leaders)
● Ensure seamless day-of-event execution, serving as the on-site lead responsible for operational success
● Collaborate with the CPO on event strategy, sponsorship development, and donor engagement goals, while independently managing implementation
● Provide operational support with donor stewardship through event follow-up, acknowledgments, and reporting
● Provide operational support for grant development, including timeline management, research, document preparation, and review of materials to ensure accuracy, alignment, and completeness of submissions.
Board & Committee Administration
● May coordinate and support Foundation Board and committee meetings, including scheduling, agendas, materials, and minutes
● Maintain accurate and up-to-date Board records, rosters, and governance documents
● Support onboarding of new Board members, including preparation of materials and Board handbook updates
● Serve as administrative liaison to the Board, ensuring clear communication and timely distribution of information
Compliance & Organizational Support
● Maintain compliance records for Board members and volunteers, including background screenings
● Coordinate required reporting and public information for platforms such as Charity Navigator, Guidestar,
● Support contract tracking, vendor coordination, and operational logistics as needed
● Collaborate with internal teams, including Finance, Human Resources, and Operations, to ensure alignment and efficiency
● Additional job duties as required.
RELATIONSHIPS
Internal: Works closely with the Chief Philanthropy Officer to support fundraising strategy and execution. Collaborates with Finance Committee, leadership staff, and program teams to ensure accurate reporting and alignment
External: Interacts with Board members, donors, volunteers, auditors, and vendors. Supports donor communications and stewardship processes
QUALIFICATIONS & SKILLS
● Associate’s degree required; Bachelor’s degree preferred
● 3 years nonprofit experience, preferably in development operations or financial administration
● Experience with donor database systems (Donor Perfect strongly preferred)
● Experience with accounting databases preferred. Strong financial acumen and experience preparing reports and tracking budgets
● Excellent organizational skills with high attention to detail and accuracy
● Strong written and verbal communication skills
● Ability to manage multiple priorities and meet deadlines in a fast-paced environment
● High level of professionalism and discretion in handling confidential information
● Experience with or the Ability to learn programs quickly; Canva, Donor Perfect, Constant Contact, Excel/Google Docs, etc.
The ideal candidate is:
● Highly organized and systems-oriented
● Detail-driven with strong financial and data accuracy skills
● Proactive and solutions-focused
● Comfortable supporting both operational and fundraising functions
● Committed to the mission of serving youth and strengthening the community
This position is essential to the Foundation’s ability to grow philanthropic revenue and expand its impact. By ensuring strong operational systems, accurate reporting, and effective execution of fundraising initiatives, the Foundation Operations & Development Manager enables leadership to focus on strategic growth, donor relationships, and community expansion.
Physical requirements: The ability to clearly and concisely exchange/receive ideas, facts, and or technical information with others. The employee is required to use their hands to handle or feel and reach with their hands and arms. The employee is occasionally required to stand and walk. The employee may occasionally lift and/or move up to 20 pounds. Employee may occasionally need to operate a motor vehicle.
Work environment: Normal office environment.
Disclaimer: This job description reflects the general scope and responsibilities of the position and is not intended to be an exhaustive list of all duties. Responsibilities may evolve based on organizational needs.
Boys & Girls Clubs of Northeast Florida is an Equal Employment Opportunity Employer and Drug Free Workplace. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
This position requires a Level 2 background screening through the Care Provider Background Screening Clearinghouse as mandated by Florida Statute 435.12. For more information, please visit the Clearinghouse Applicant Education and Awareness website: https://info.flclearinghouse.com/