Engagement Operations Manager

Duties and responsibilities

Do you love bringing order to complexity? Are you energized by building systems that help people do their best work? Do you find satisfaction in knowing that when the details are handled well, people are free to focus on what matters most?

At Victory Mission, behind every story of life change is a network of systems, events, and relationships working together. We are seeking someone who can build and manage that infrastructure with excellence.

The Engagement Operations Manager is responsible for overseeing the systems, logistics, and operational execution that support Victory Mission’s program, fundraising, marketing, and engagement efforts. This role manages event logistics from start to finish, maintains and optimizes multiple databases and CRMs, oversees reporting and analytics, and builds systems that allow the Victory team to operate effectively and grow.

Paramount to this position is the ability to work with a high degree of independence, manage a high volume of detailed work, troubleshoot problems quickly, and maintain a clear view of how systems and logistics ultimately support life transformation.

Event Operations and Logistics

• Oversee all aspects of event logistics and execution, including:
• Prayer and Coffee (annual)
• Restoration Celebration (2–3 events per year)
• Internal Culture Events (3-4 events per year)
• Additional donor, community, and partner events
• Manage event timelines, task management, and project plans to ensure smooth execution
• Coordinate venues, contracts, catering, rentals, and vendors
• Oversee ticketing, registration platforms, and event sales
• Track event budgets and expenses
• Ensure all event logistics are executed with excellence and attention to detail
• Troubleshoot issues in real-time during event planning and execution
• Participate in evening and weekend events and activities as required

Database and CRM Management

• Oversee and maintain all organizational databases, including:
• Fundraising CRM (Virtuous and Fundraise Up)
• Grant Management Platforms 
• Program management databases (Mission Tracker)
• Social enterprise sales CRMs (Shopify, Zenbooker, etc.)
• Ensure data integrity, accuracy, and consistency across systems
• Develop and maintain data entry standards and processes
• Train staff on proper database usage and best practices
• Build and optimize workflows, automations, and integrations between systems
• Troubleshoot database issues and provide internal support to team members
• Continuously evaluate systems for efficiency and improvement opportunities

Reporting and Analytics

• Generate and maintain regular reports for:
• Fundraising and donor engagement
• Program outcomes
• Social enterprise activity
• Grant Management
• Develop dashboards and reporting tools to help teammates make informed decisions
• Track key performance indicators and identify trends
• Support grant reporting by collecting and organizing necessary data
• Ensure reporting is accurate, timely, and aligned with organizational goals

Marketing Systems and Automation 

• Collaborate with the Marketing Team to:
• Build and manage email marketing automations and workflows
• Maintain audience segmentation and list health within CRM systems
• Support campaign tracking and performance analysis
• Ensure data flows correctly between marketing platforms and databases
• Manage CRM marketing functions across platforms including scheduling, list management, and queries
• Coordinate direct mail campaigns including ordering, timelines, and logistics
• Maintain organized asset libraries and marketing file management
• Assist with miscellaneous marketing and administrative tasks as needed

Project Management and Systems Development

• Serve as a central point of coordination for Advancement projects
• Build and maintain project management systems, templates, and workflows
• Ensure projects stay on track, on time, and aligned with priorities
• Document processes to create clarity and consistency across teams

Team Technology and Enablement

Behind every great team is someone who helps them work smarter. This role serves as a go-to resource for teammates navigating the tools and systems that make ministry possible day to day.

• Provide support and troubleshooting for platforms such as Google Workspace, Canva, CRM systems, and other internal tools
• Help staff leverage tools and technology (including emerging AI tools) to improve efficiency and effectiveness
• Offer guidance and simple training to build team confidence and competency with systems
• Identify opportunities to streamline workflows and reduce friction in everyday tasks
• Assist team members in building presentations, documents, spreadsheets, and basic marketing materials as needed

Administrative Support

• Support the Advancement team with high-level administrative coordination
• Assist with procurement, vendor communication, and internal logistics
• Maintain organized records of contracts, agreements, and event documentation

Qualifications

• Experience with CRM/database management and a high level of technical proficiency

• Strong organizational skills with exceptional attention to detail

• Ability to manage multiple projects and deadlines simultaneously

• Experience with event logistics, coordination, or operations

• Strong problem-solving skills and ability to troubleshoot independently

• Proficiency in Google Workspace and comfort learning new systems quickly

• Ability to work independently with minimal supervision

• Strong communication skills and willingness to engage relationally when needed

• Reliable transportation and ability to work a flexible schedule

Preferred

• Experience managing a range of CRM platforms

• Experience with marketing automation tools and reporting platforms

• Experience building systems, workflows, or process improvements

• Bachelor’s degree in business, communications, or related field or equivalent experience

Physical Demands:

The physical demands described here are representative of those that must be met by an associate to perform the essential functions of this job.  While performing the duties of this position, the associate is regularly required to operate a computer and communicate with donors, participants, guests, partners, vendors, and associates.  Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday.  The associate may occasionally manually lift and/or move up to 20 pounds.  Proper lifting techniques required.  The associate may be required to assist in case of emergency situations with participants and associates related to CPR/First Aid procedures.

Personal Attributes and Values:

Have a personal relationship with the Lord Jesus Christ and a deep desire to serve Him 

Be a consistent witness for Jesus Christ; Possess and demonstrates excellent integrity

Exhibits spiritual maturity as defined by evangelical biblical standards

Has a heart of compassion and caring toward the homeless and hurting, and is passionate about ministering life transformation in a multi-ethnic urban ministry setting

Demonstrates a courteous and Christ-like manner with internal and external partners

• Our Mission and Conditions: Springfield Victory Mission is a 501(c)(3) non profit, evangelical Christian Ministry; as such employees must share the Mission’s Statement of Faith, and adhere to the Mission’s employee manual and guidelines set forth by the Executive Director.