Philanthropy Operations & Administrative Coordinator

Why Join Meta House?

At Meta House, your work has purpose. Every role whether clinical, administrative, or leadership contributes to helping women and families rebuild their lives and achieve lasting recovery. Here, you’re not just filling a position; you’re advancing a mission that changes futures. We foster a collaborative, values-driven culture where professionals are supported, challenged, and empowered to grow. If you’re looking for meaningful work, a team that cares deeply, and the opportunity to make a measurable impact in your community, Meta House is where your career and your purpose align.

The Philanthropy Operations & Administrative Coordinator serves as the operational backbone of the Philanthropy & Marketing Department. This position ensures the accuracy and integrity of the donor database, oversees gift processing and donor acknowledgements, provides administrative support to the Philanthropy & Marketing team, and supports coordination of committees. This role is ideal for an exceptionally organized individual who enjoys managing details and ensures the Philanthropy & Marketing Department’s operational success, ensuring accuracy, efficiency, and consistency across donor records, committee activities, and departmental processes. 

Donor Database and Gift Administration  

• Maintains donor database accuracy and integrity through accurate data entry of gifts, pledges, and relationship notes.  
• Processes all charitable gifts, pledges, matching gifts, stock gifts, and in-kind contributions. 
• Generates timely donor acknowledgement letters and tax receipts.  
• Pulls reports. 
• Maintains tribute and memorial gift records. 
• Prepares pledge reminders and invoices for sponsorships and other Department needs. 
• Assists Director of Philanthropy & Marketing and accounting team with monthly reconciliation. 
• Conducts routine database clean-up. 

Department & Agency Administrative Support  

• Provides administrative support to the Board and Board committees including campaign cabinet/fundraising, engagement, marketing, and events, including support of agenda preparation, recording meeting minutes, scheduling meetings, and following up with notes and action items. 
• Takes detailed meeting minutes and manages post-meeting follow-up. 
• Tracks internal follow-up items and corresponding deadlines. 
• Coordinates logistics for hard copy mailings 
• Supports events and sponsor benefits tracking. 
• Assists with special projects. 
• Provides administrative and data entry support to other agency leaders and departments, as needed.  
• Occasional night and weekend availability required. 
• Other duties as assigned. 

In-Kind Gift & Volunteer Coordination  

• Serves as primary coordinator for the agency’s in-kind gift and volunteer programs 
• Collaborates with program leadership and staff to identify, prioritize, and maintain current lists of in-kind donation and volunteer needs across the organization. 
• Maintains and updates the agency’s Amazon Wish List to reflect current priorities. 
• Coordinates with the Marketing & Communications Coordinator to communicate priority in-kind needs for newsletters, social media, and other donor communications.  
• Serves as the primary point of contact for in-kind donors and volunteers, responding to inquiries and coordinating donation and volunteer event details. 
• Schedules and coordinates donation drop-offs and pick-ups. 
• Receives, sorts, and organizes the agency’s donation storage area, ensuring that donated items are inventoried, accessible, and distributed accordingly to program leaders. 
• Ensures all required in-kind gift documentation is completed and entered into the agency’s database. 
• Processes all in-kind gift acknowledgements. 

Requirements:
Minimum: High School Diploma 

Preferred: Associate's degree or 4-Year Degree/bachelor’s in human service, Communications, Nonprofit Management, or similar field preferred 

Experience: 2 Years Required, 3-5 Years Preferred experience with relevant skills in communications, administrative support, or similar role 

Knowledge, Skills, & Abilities (KSAs) 

• Minimum 55 WPM Typing Ability with 90% Accuracy  
• Minimum 7500  numeric KPH Data Entry with 90% Accuracy   
• CRM/database administration (eTapestry, Raiser’s Edge, Bloomerang, DonorPerfect, etc) 
• Gift processing 
• Attention to detail and commitment to accuracy in all tasks  
• Manage overlapping projects with accurate tracking of details  
• Ability to work effectively with people  
• Ability to demonstrate a mature approach to problem solving  
• Organizational and planning skills  
• Computer skills including proficiency in Word, Excel, and other applications  
• Excellent written communication skills  
• Ability to work independently and within the confines of deadlines  
• Fluency with Canva and/or other design software preferred 

Physical Requirements & Work Environment 

Must be able to: 

• All Meta House staff are required to provide proof of vaccination for MMR, Varicella, and annual flu shot. 
• Adherence to a non-smoking work environment. 

Able to: 

• Tolerate occasional hot or cold days. 
• Alternate sitting or standing for extended periods of time at will. 
• Lift up to 25 pounds on a regular basis and 40 pounds on occasion. 
• Ascend and descend stairs using feet and legs. 
• Bend, stoop, twist, squat, and kneel to perform essential functions. 
• Reach overhead, and at or below shoulder level. 
• Read and enter text or data into a computer or other system. 
• Seize, hold, grasp, turn, or otherwise work with hands. 
• Touch, pick, punch or otherwise work with fingers. 
• Hear, understand, and distinguish speech and/or other sounds in order to communicate with clients and/or colleagues. 
• Express or exchange ideas by means of spoken word to impart oral information to clients or the public and convey detailed spoken instructions to others accurately, loudly, or quickly. 
• See clearly at approximately 20 inches or less including use of computers or tablet. 
• Visually identify clients and others for reasons including, but not limited to security, presence in the building. 
• Valid Wisconsin driver’s license preferred. 
• Employees who, as part of their regular duties, transport Meta House clients to and from meetings or appointments in their personal vehicle must carry and maintain proof of current Wisconsin automobile liability insurance coverage at or above the minimum state requirements. 
• Employees must present proof of auto insurance (insurance card or electronic equivalent) upon request by Meta House. 
• Access to a personal vehicle for work purposes preferred