Job Title: Development Operations Associate
Reports to: Senior Vice President of Development
Job Status: Full Time
FLSA Status: Hourly, Non-exempt
Location: Poughkeepsie
Payrate: $25.00 hour
Type: Temp to Perm (Full benefit package once permanent)

General Purpose:

The Development Operations Associate is a critical member of the Asset Development Team, responsible for the administrative operations that support all activities related to asset development, fund management, donor relations, planned giving, campaigns, and events.

Essential Job Functions: (key responsibilities)

Administrative Support for Asset Development Team

• Provide administrative support to Fund Stewards and other relationship managers.
• In conjunction with Fund Stewards, provide customer support and technical guidance to prospects/donors/fund Advisors as appropriate.
• Assist with donor related mailings and correspondence, including fund paperwork and fund anniversary, sympathy, and birthday cards.
• Compose correspondence including gift acknowledgments. File acknowledgements and related information.
• Maintain department calendar that includes committee/board meetings, site visits, outreach, and engagement activities. Assist with friend-raisers, professional advisor events, committee meetings, and board meetings.
• Assist with prospect and fund management, including opening process, tracking planned/estate gifts and estate administration, creating manuals/standard operating procedures, administrative forms management, fund agreements, and supporting documentation.
• Serve as a back-up contact for all relationships to CFHV; managing inquiries by donors, prospects, and fund holders; answering questions, sending information, and routing inquiries to the appropriate contacts internally.
• Maintain department files (electronic and physical).

Database Management

• Work directly with Foundant and Vice President of Strategy and Operations on database updates.
• Produce and distribute weekly contact reports for all staff.
• In conjunction with Development team, determine and capture the essential metrics in CSuite.
• Support the Development team, in coordination with the Vice President of Strategy and Operations, in the creation of consistent and comprehensive reports that highlight progress toward annual goals in relation to the Asset Development Plan.
• Utilize CRM and Fund modules in the CSuite system to maintain accurate and up-to-date records, including recording fund and estate administration documents, donor/fund advisor and professional advisor information and activities.
• Assist with gift processing.
• Generate planned gift and fund reports as requested, including exports from database.
• Provide administrative and project-based support as it relates to donor advised funds, endowed funds, planned gifts, and legacy society member engagement.
• Regularly review metrics and adjust strategies as needed to ensure alignment with the Development Team.
• With staff, establish a reliable process, workflow, and automation for data entry in CSuite for fund creation and campaign management, including updating database templates as needed.
• Maintain accurate and consistent records in Csuite, including implementing periodic quality control, deduplication, and data that is free from errors.

Event Management and other Duties

• Provide administrative and project management support as it relates to special events (Annual Donor Receptions, Garden Party, Professional Advisor events, and other events as assigned).
• Work with Development and Marketing/Communications teams to identify and capture fundholder stories.
• Implement new technology for productivity.
• Edit reports and provide feedback for senior leadership.
• Create internal SOPs for Garden Party and other events.
• Perform other duties, as requested by Senior Vice President Development and CEO, and undertake special projects as assigned.

Physical Requirements:

• Indoor workspace: predominantly operates in an office environment.
• Telephone: must be able to be on the phone multiple times throughout the day.
• Will be in contact with others via face-to-face, video conferencing and email.
• Must be able to sit and stand for long periods of time; with or without accommodation.
• Must be able to lift up to 25 pounds with or without accommodation.
• Must have access to reliable transportation.

Qualifications:

• Bachelor’s degree or three or more years’ experience working in nonprofit organizations’ programs.
• Experience with Csuite or similar CRM data management.
• Excellent written communication skills.
• Highly organized with exceptional attention to detail and the ability to prioritize and manage multiple projects under tight deadlines.
• Demonstrated curiosity, integrity, and initiative.
• Ability to work independently and take ownership of tasks; ensuring quality while meeting deadlines.
• Experience with Monday.com or similar project management tools as well as Docusign are a plus.
• Flexible and calm under pressure, with the ability to adapt to shifting priorities and work well in a collaborative team environment.
• Familiarity with Adobe Creative Suite and/or Canva are a plus.

Attributes:

• Participates in CFHV’s organizational life, including work groups as assigned and events as required.
• Positively demonstrates the values and contributes to CFHV’s culture.
• Interacts professionally with other employees and external stakeholders.
• Works effectively as a team contributor.

Special Requirements:

The duties and accountabilities outlined in this job description are not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, CFHV reserves the right to revise the functions and duties of the job or to require additional tasks or different tasks be performed as directed. This position will require an individual to work hours outside a normally defined workday or workweek. This may include on and off-site work.

Equal Opportunity Employer:

CFHV is an equal opportunity employer and is committed to diversity, equity and inclusion in all aspects of employment. We encourage individuals from diverse backgrounds to apply.