Advancement Operations Specialist

Title: Advancement Operations Specialist

FLSA Status: Full-Time Exempt

Purpose:

The Advancement Operations Specialist is responsible for the systems, data, and operational processes that support Guild's fundraising and donor engagement efforts. This role manages the donor CRM and related technologies, ensures data integrity and accurate gift processing, develops reporting and analytics, and conducts prospect research to support fundraising strategy. Working collaboratively across departments, the Specialist improves operational efficiency, enhances the donor experience, and provides the information and infrastructure needed to achieve fundraising goals.

Key Responsibilities:

Systems Administration and Data Management

• Serve as the primary administrator for Bloomerang CRM and related Philanthropy systems. 
• Manage system integrations and evaluate new technology solutions to improve fundraising results and operations.  
• Ensure data integrity through standardized data entry, regular audits, de-duplication, and internal controls. 
• Maintain internal controls to safeguard donor information and ensure compliance with organizational policies and applicable regulations.  
• Work with Controller to reconcile gift records and maintain accurate financial reporting.
• Support the annual audit by preparing required schedules, documenting internal controls, and serving as the liaison to Finance.

Gift Processing and Donor Services

• Processes and records donations; prepares daily gift reports.
• Serves as a primary point of contact for donor inquiries, providing timely, accurate, and donor-centered service. 
• Prepare and distribute gift acknowledgements, tax receipts, and welcome packets. 
• Administers pledge reminders and recurring gift processes to support timely fulfillment and prevent lapses in payment information.  

Reporting, Analytics and Prospect Research

• Develop and maintain queries, reports, dashboards, and segmentation lists to support fundraising strategy and decision-making. 
• Analyze donor data to identify trends, opportunities, and prospective major gift prospects.
• Conduct prospect research and prepare donor profiles to support cultivation and solicitation efforts.  

Advancement Operations, Team Support, and Events

• Support marketing operations, including list management, segmentation, campaign tracking, and performance reporting. 
• Support planning and execution of fundraising and donor stewardship events, including registration, invoicing, payment tracking, secure gift handling and onsite support.
• Develop and improve workflows, standard operating procedures (SOPs), and training materials. 
• Train and support staff to ensure consistent use of systems and processes. 
• Assist the Chief Advancement Officer with preparation and management of the annual budget and donor communications calendar.
• Promote an inclusive, diverse, culturally competent, and respectful work environment. 
• Support and exhibit Guild values of empowerment, dignity, collaboration, innovation, and perseverance.
• Other duties as assigned.

Required Skills/Abilities:

• Detail oriented, self-directed, and results oriented.
• Skilled in CRM systems, data management, business processes and workflow, data analysis, and prospect research. 
• Strong ability to analyze data and produce actionable reports. 
• Proven ability to manage multiple projects, prioritize tasks, and meet deadlines. 
• Ability to reprioritize in response to changing environments and circumstances.
• Ability to initiate and maintain positive, trusting relationships and work effectively across multiple departments and at all levels of the organization.  
• Ability to develop and maintain receptive, open, and approachable lines of communication with clients and staff, and provide a friendly environment for visitors. 
• Ability to maintain confidentiality of organization, donor, and other information.
• Ability to use sound judgment and maintain healthy professional boundaries.  

Working Conditions: 

• Work is performed in an office environment with frequent interruptions.     
• Some activities may be required in the community.
• Travel may be required to other program sites.  
• Prolonged periods at a desk, working on a computer.
• Manual dexterity for tasks such as data entry and mailing production. 

Education and Experience:

Required

• Demonstrated experience with CRM systems, fundraising platforms, and donor management software.   
• 3 years of professional experience working in roles with primary responsibilities in the following areas; fundraising operations, CRM/database management, data management and reporting, and data analysis. 
• Bachelor’s degree (or 4 years of relevant experience).

Preferred

• Customer Relationship Management (CRM) certification

Additional Requirements: 

• Must not be actively receiving services from Guild and must not have received services within the last two years.
• A valid Class ‘D’ Driver’s License, reliable vehicle, satisfactory driving record and necessary insurance.
• Must be willing to work some evenings and weekends as needed.

About Guild 

Guild is a Minnesota not-for-profit 501(c)(3) organization that empowers those living with mental illness and/or experiencing long-term homelessness by helping them find the tools they need to lead stable, fulfilling lives in communities of their choosing. 

Benefit Highlights 

Guild Services offers a range of benefits, including medical, dental, and vision coverage; flexible spending, HSA, short and long-term disability; Paid Time Off; paid holidays; wellness hours; 403(b); life insurance; and more. Eligibility requirements and other terms and conditions apply. 

The salary range for this position is between $66,000 - $71,000 annually. The range reflects the minimum and maximum salary for the position. Compensation will depend on the candidate’s professional experience, skills, and relevant education, training, and certifications.