Development Operations Coordinator

Reports to: Vice President of Development

WHO WE ARE 

Guided by the belief that every child should experience the joy of reading, Book Trust is a national early literacy organization working to engage every child in book access, choice, ownership, and joy cultivating literacy-rich communities. We envision a world where every child, especially children from underserved communities, has access to books and discovers the power of reading. Currently serving more than 50,000 students across 12 states, Book Trust acts as an equity game changer, helping students build personal libraries with books they choose and become life-long learners in the process.

WHAT YOU DO

The Development Operations Coordinator (Coordinator) is responsible for providing administrative and operational support to the organization’s fundraising activities including, but not limited to, grants and database management, departmental administrative support, donor research, donor communication coordination and management, event support, and other activities related to revenue generation for Book Trust. 

RESPONSIBILITIES

Data Management & Analytics  

• Serve as primary lead and in-house expert on the organization’s Customer Relationship Management (CRM) database.
• In partnership with the Vice President of Systems, lead the transition from Donor Perfect to Salesforce.
• Enter data for donors, contacts, prospects, donations, event registrations, interactions and attributes from all sources (postal mail, online, response mail vendor, third-party and workplace giving organizations, satellite offices and phone donations) and adhere to complex policies, procedures and coding. 
• Perform routine constituent record updates to include removing and consolidating duplicate records. 
• As directed, generate routine and ad hoc reports from the constituent database. 

Development Operations 

• Log checks received through mail and ACH deposits reported to Development by the Finance/Operations Team. 
• Acknowledge all donations and payments accurately and in a timely manner while performing quality control on such documents and media in accordance with Development policies and procedures for specific gift types. 
• With extraordinary customer service, monitor, respond and resolve donor issues received by phone, mail, email or other communications. 
• File and maintain centralized electronic and paper documents using standardized methods.
• Contribute to, learn and adopt new and/or updated procedures for processing donors, contacts, prospects, donations, event registrations, interactions, and attributes. 
• Participate in ongoing review and evolution to best practice of development systems and work processes. 

Prospect Research 

• Conduct prospect research and prepare briefs and reports on individuals, foundations, corporations, and other sources of revenue as directed by the Vice President of Development. 
• In partnership with members of the Development Team, manage the grants calendar with application and reporting deadlines, supporting timely submission to funders. 
• Update information in the CRM following established data standards. 

Donor Communications  

• Manage an active stewardship calendar for individual, corporate, and foundation funders. 
• Coordinate and draft stewardship reports and other donor reports as needed.
• Help initiate and manage workplace-giving and social giving programs. 
• Liaise between Communications Team and Development Team to ensure development updates are included in external communications, including newsletters. 

Event Logistics & Operations  

• Collaborate with the internal team to ensure engaging signature event experiences for volunteers, participants, program partners, and sponsors. 
• Provide research and logistics support to the Development Team for events as needed.  
• Coordinate and draft sponsorship proposals for events as needed.  
• Partner with the Communications Team to ensure robust event-communications plans are developed and actioned.  
• Monitor event recruitment and fundraising progress, analyze results, and make data-driven recommendations to ensure event revenue goals are met. 
• Provide onsite and logistical support at events when needed. 

Administrative Support  

• Support the Vice President of Development in coordinating Development Team meetings, ensuring virtual meeting rooms, agenda, and notes are comprehensive, timely, and organized. 
• Manage travel coordination and logistics for all Development Team members. 
• Provide scheduling support as needed to the Vice President and Assistant Vice President of Development with external partners.  
• Occasionally support administrative activities in partnership with the CEO’s Executive Assistant. 
• Perform other duties as assigned.

REQUIREMENTS AND QUALIFICATIONS

• Certificate, Associate or Bachelor’s degree in a relevant field (such as Nonprofit Management, Marketing, Communications, or Business) preferred.
• 1-3 years’ experience in a nonprofit organization with a focus on development operations/fundraising; internship experience welcomed.  
• Strong working knowledge of Microsoft Office 365 Suite (Word, Excel, Outlook, PowerPoint), with an emphasis on Excel experience.
• Experience with a Customer Relationship Management (CRM) software in a nonprofit environment strongly preferred, preferably Salesforce, with experience including use of analytic tools, queries, and reports; comparable database experience and fluency considered. 
• Experience supporting events.