Associate, Development Operations

POSITION SUMMARY

The Associate, Development Operations (“Associate”) is responsible for donation and acknowledgment processing, data entry, and other administrative and database management tasks on behalf of the Development Operations team.

Reporting to the Director of Development Operations, and in collaboration with the Associate Vice President of Development and the Manager of Development Operations, the Associate enters and codes donations into the database, prepares batch reports and corresponding documentation for the Finance Department, and reconciles donor responses to actual cash/checks/credit card donations received by mail or phone. The Associate also imports, reports on, and adjusts donations received via EveryAction online giving platform on a weekly basis, with increased frequency during peak seasons. The Associate also generates donor lists for acknowledgment mailings for external vendor fulfillment on a twice-monthly basis.

The Associate plays a critical role in maintaining data hygiene and integrity, transferring any essential donor information (address changes, locations within regions and counties served, spouse names, telephone numbers, email addresses, employment data, communication and solicitation preferences, deceased status, etc.) extracted from donor communications into donor records. The Associate merges duplicate records and adds new constituent records to database as needed.

The Associate provides primary coverage for monitoring the Development department’s voicemail line and Operations team shared inbox, responding to or correctly routing/escalating all relevant calls and emails, reporting any noticed trends, and ensuring all inquiries are resolved in a timely manner.

The Associate manages ongoing assignments in Notion project-management platform, and supports the facilitation of weekly “Office Hours” for Development staff to receive support for requests, including queries, exports, and other analysis from the donor database. The Associate processes office supply orders and corresponding expense requests on behalf of the department.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Gift processing (25%)

Data entry and maintenance (25%)

Administrative support (25%)

Customer Service and Donor Relations (15%)

Special Projects (10%)

CORE COMPETENCIES

· A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice.

· A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.

· Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility.

REQUIRED SKILLS/ABILITIES

Interpersonal

· Excellent customer service and communication skills

· Excellent interpersonal and verbal skills

· Superior oral and written communication skills

· Ability to develop and maintain effective, professional relationships with internal and external stakeholders

· Ability to work effectively as part of team

· Ability to remain focused and calm in stressful situations

Technical

· Proficient in Microsoft Office Suite or similar software

· Familiarity with donor databases, such as Raiser’s Edge

· Familiarity with online fundraising platforms, such as EveryAction

· Familiarity with credit card processing gateways, such as USPay

Subject Matter Knowledge

· Familiarity with the principles of data entry, data health, and data management

· Familiarity with principles of financial reporting and reconciliation for a high-volume development department

Work Habits/Attributes

· Keen attention to detail

· Excellent organizational skills

· Outstanding time management skills, including the ability to work under deadline

· Ability to produce high-quality work in a fast-paced environment with changing and/or competing priorities

· Ability to exercise discretion in the handling of confidential information

· Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require

REQUIRED QUALIFICATIONS

· Minimum education: high school diploma/GED

· Minimum work experience: none required.

· Licensures/Certifications: none required.

PREFERRED QUALIFICATIONS

Preferred – 1-2 years of experience providing comprehensive operations administrative support to a high-volume nonprofit Development Department

PHYSICAL DEMANDS

Requires sitting for long periods of time. Periodic standing, walking, bending. Requires lifting of up to 15 pounds. Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Requires the ability to hear and to communicate orally with others.