What are the responsibilities and job description for the Development Operations Manager position at PHILADELPHIA SCHOOL?

Position Summary:

The Philadelphia School is seeking a collaborative, detail-oriented professional to serve as its Development Operations Manager. This is an exciting opportunity to play a central role in advancing the mission of a vibrant, progressive independent school by building the operational systems and processes that support meaningful philanthropy, community engagement, and long-term institutional success. Working closely with the Director of Advancement and colleagues across the school, this position offers the opportunity to make a visible impact while helping to strengthen a culture of generosity and belonging.

The Development Operations Manager partners closely with the Advancement, Finance, and Admissions offices to develop efficient processes, maintain data integrity, and provide meaningful analysis that supports fundraising strategy and decision-making. This role also manages gift acknowledgments, donor records, campaign and event set-up, reporting, and database management, while supporting the successful execution of fundraising and stewardship initiatives.

Core Job Duties & Responsibilities (in priority order)

Duty / Responsibility

Development Operations & Database Management

Serve as the primary administrator and subject matter expert for Veracross, our system of record for development activities.
Establish and maintain data standards, policies, and best practices.
Manage campaigns, appeals, funds, events, online forms, and constituent records.
Perform data imports, audits, and ongoing database maintenance.
Train and support staff in the effective use of Veracross.

Gift Administration & Financial Management

Process all charitable gifts, pledges, matching gifts, and stock gifts.
Ensure timely gift acknowledgments and tax receipts.
Lead monthly reconciliation with the Finance office.
Prepare documentation for audits and fiscal year-end reporting.

Reporting & Analytics

Develop dashboards, reports, and data analyses that inform fundraising strategy.
Create prospect lists, segmentation reports, and campaign performance reports.
Prepare annual donor recognition lists and impact reports.

Stewardship & Constituent Engagement

Coordinate donor acknowledgment workflows.
Maintain accurate donor recognition.
Support stewardship communications and personalized donor materials.
Assist with donor research and wealth screening.

Fundraising Events & Operational Support

Manage event registration systems and attendee tracking.
Prepare reports, seating charts, name badges, and gift processing.
Support logistics before, during, and after Advancement events.
Evaluate and improve Advancement Office processes, workflows, and systems to increase efficiency, enhance the donor experience, and support organizational goals.

Cross-Department Collaboration

Partner with Finance, Admissions, Communications offices to ensure accurate constituent data and coordinated workflows.
Recommend process improvements that increase efficiency and enhance the donor experience.
Participate in school-wide initiatives and perform other duties as assigned–including providing back-up coverage for the front desk.
Perform all other duties as assigned. TPS reserves the right to add, modify, change, or remove the work assignments to best serve the needs of the school.

Qualifications:

Qualifications (List the required and preferred education and related work experience necessary to perform the job)
	Required	Preferred
Bachelor’s degree
3-5 years of advancement experience, ideally in a school or non-profit setting
Experience administering Veracross or another constituent relationship management (CRM) system
Strong attention to detail and accuracy in data entry, record-keeping, and generating reports.
Ability to draft personalized messages and steward relationships
Ability to manage multiple tasks and timelines, especially around events, fundraising campaigns, and mailings.
Professional attitude; team player; able to collaborate to set and meet team goals and deadlines.
Detail-oriented, highly organized; able to set and meet goals and deadlines and to produce accurate work
Ability to exercise considerable judgment and discretion in establishing and maintaining confidentiality and good working relationships.
Ability to collaborate with colleagues throughout the school and external partners.
Ability to attend occasional evening and weekend events and work overtime, as required.
Demonstrate a commitment to equity, inclusion, and cultural competency in all aspects of the role.

Specialized Skills & Knowledge (List the minimum required specific knowledge and skills necessary to perform this job)
1.	Experience administering Veracross or another constituent relationship management (CRM) system
2.	Clear and professional written communication for donor acknowledgments, event materials, and internal collaboration.
3.	Understanding of and commitment to handling sensitive donor and family information with discretion and confidentiality.

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