Operations Coordinator

Position Overview

The Operations Coordinator is responsible for the operational functions at Casa Familia and 

administrative support to the Executive Director. This person will leverage excellent project and 

management skills, strong organizational, customer service, and communication skills. The Operations Coordinator will create, maintain, implement, and/or support systems that assist the entire team in performing with greater efficiency and accountability. This individual will support fundraising efforts through facilitating the maintenance and use of the centralized donor database. Reporting to the Executive Director, the Operations Coordinator will ensure timely donor acknowledgements and gift processing as well as supporting donor research efforts. This position supports the team’s office 

operations and plays a key role in revenue management and planning. S/he will work independently as well as on a team.

Job Description

Donor Database Management 

● Manage and maintain the donor database. 

● Train team on how to use database and leverage its resources. 

● Maintain data integrity and accurate constituent records with sufficient data to ensure exports for events, mailings, and other needs. 

● Develop differentiated and targeted campaigns based on data within the database. 

● Conduct weekly audit of fundraising progress reports to ensure they are up to date and all revenue is reported. 

● Research key prospects or request research for the Fund Development Committee. 

● Document meetings and actions in donor database. 

● Lead team’s efforts in data management to leverage event and constituent information. 

Donor Relationship Management

● Verbal Commitments: Assist fundraisers in creating pledge agreement letters, invoices, and pledge reminders to donors as necessary. 

● Gift Processing and Acknowledgment: Send gift acknowledgement letters based on customer relationship management plan, document in donor database, and complete gift transmittal forms in a timely fashion. 

● Ensure proper entry of all gift data. 

Team Operations and Reporting 

● Provide meeting support, analysis reports, and maintain general operations, including coordinating 

regular meetings, and preparing the agenda, tracker, calendar, etc. 

● Support preparation for monthly pipeline meetings, including updated revenue figures and reports. 

● Create progress/analysis reports to assist Executive Director in assessing the revenue plan. 

● Maintain processes, resources, and templates for the team, website, and other mediums. 

● Plan and execute Annual Fund appeals and coordinate, execute, and act as support on events. 

Events/Communication

● Coordinate and lead Events.

● Build new and improve on existing systems as it relates to delivering high quality stakeholder 

experiences.

● Lead communication efforts and social media initiatives

Financial Support

● Ensure all funds received (by mail and/or electronically) are recorded and tracked according to organizational policies and procedures.

● Provide information needed by the bookkeeper to complete accurate monthly, quarterly and annual financials in a timely manner.

● Ensure all invoices and bills that need to be paid have the proper authorization for processing and are submitted to the bookkeeper.

● Other tasks as assigned by the Executive Director related to updating and maintaining accurate financial records

Qualifications 

● Bachelor’s degree preferred and previous experience in fundraising, sales, or marketing preferred. 

● Demonstrated ability to develop and manage complex relationships across various levels and functional areas. 

● Passion for our work: Demonstrate deep commitment to Casa Familia’s mission, core values, and our commitment to diversity and inclusiveness. 

● Experience with a donor database preferred, such as Bloomerang.

● Ability to work periodic scheduled evenings and weekends. 

● High energy, positive “can-do” attitude, flexibility, teamwork, attention to detail, and high degree of initiative. 

● Extremely organized and superb attention to detail. 

● Experience working in teams or leading teams to achieve common goals. 

● Passion for providing support for both peers and senior leadership. 

● Professional work ethic and ability to manage information and confidentiality. 

● A demonstrated ability to work independently, meet concurrent deadlines, organize time and priorities, and work well as a dedicated member of a team. 

● All Microsoft Office applications, especially Word, Excel, and PowerPoint. 

● Sets high expectations for self and others, holds self accountable, and works with and supports to 

mobilize and motivate. 

Preferred Qualifications: 

● Proficient in Bloomerang. 

● Processing gifts and expense reports.

● Invoicing and Accounts Receivable/Payable.

● Budget Tracking and Grant Reporting.

● Scheduling and coordinating logistics for all office events.

● Understanding of basic bookkeeping functions.

Non Discrimination Statement

Casa Familia, Inc. does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, and vendors. Casa Familia, Inc. is an equal opportunity employer. We will not discriminate and will take affirmative action measure to ensure against discrimination in employment, recruitment, advertisement for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, religion (creed),  gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status