Operations & Development Manager

Position Title: Operations & Development Manager

Classification: Exempt

Reports to: Executive Director

Position Summary

The Operations & Development Manager serves as a key partner to the Executive Director, overseeing internal operations, administrative systems, and development functions to ensure the organization runs efficiently and effectively.

This role provides high-level coordination across staff, programs, and internal processes, ensuring alignment, accountability, and consistent follow-through. Acting as the Executive Director’s right hand, the Operations & Development Manager proactively manages priorities, anticipates needs, and addresses challenges—allowing the Executive Director to focus on community engagement, partnerships, and strategic growth.

This position does not serve as a formal supervisor of staff, but plays a critical role in coordinating workflows, supporting team effectiveness, and ensuring organizational priorities are executed.

Core Responsibilities

Organizational Operations & Staff Coordination

• Coordinate day-to-day internal operations and administrative functions to ensure smooth and efficient workflows
• Provide guidance and support to staff to promote the timely completion of responsibilities and alignment with organizational priorities
• Monitor organizational workflows and follow up on tasks to ensure accountability and completion
• Identify operational gaps and recommend improvements to strengthen systems and processes
• Ensure consistent office coverage and smooth daily operations (8:30 AM – 4:30 PM)

Grant Management & Reporting

• Prepare and manage all monthly and quarterly grant reports for Executive Director review and approval
• Track grant deadlines, requirements, and compliance activities
• Maintain organized grant files and documentation
• Attend grant-related meetings, orientations, and information sessions as needed

Donor & Development Operations

• Oversee and maintain the DonorPerfect database, ensuring accuracy and integrity of all records
• Generate donor reports and provide insights to support fundraising efforts
• Prepare donor acknowledgment letters for Executive Director review and signature
• Support fundraising initiatives and serve as staff liaison to the Fundraising Committee (schedule meetings, prepare materials, coordinate follow-ups)

Communications & Social Media Coordination

• Manage and maintain WCOA’s social media presence across platforms
• Develop and schedule content that highlights programs, impact, events, and donor engagement
• Coordinate with staff to gather stories, photos, and updates for external communications
• Ensure messaging is consistent with organizational voice and mission
• Monitor engagement and provide basic performance insights to inform outreach and visibility

Financial & Administrative Coordination

• Coordinate expense processing workflow (invoice to check), ensuring accuracy and proper documentation
• Review administrative financial tasks for completeness and accuracy (mailings, filing, deposits)
• Ensure weekly bank deposits are completed accurately and on time
• Maintain organized financial and administrative records

Executive Support & Organizational Coordination

• Manage and prioritize the Executive Director’s schedule, meetings, and commitments
• Anticipate needs and proactively address issues to optimize the Executive Director’s time
• Serve as a representative of WCOA in meetings or events when the Executive Director is unavailable
• Coordinate logistics for board, committee, and community meetings

Data Tracking & Reporting Support

• Coordinate the collection and organization of program, operational, and development data
• Maintain tracking systems to ensure accuracy and consistency of key metrics
• Prepare regular KPI and organizational reports for Executive Director review
• Identify data gaps or inconsistencies and follow up to ensure completeness

Key Competencies

• Proactive & Insightful: Anticipates needs and takes initiative without prompting
• Ownership Mentality: Takes responsibility for outcomes, not just tasks
• Strong Coordination Skills: Effectively aligns people and priorities across the organization
• Detail-Oriented: Ensures accuracy across grants, financial processes, donor data, and reporting
• Independent & Efficient: Completes work with minimal supervision
• Highly Organized: Manages multiple priorities and deadlines effectively
• Professional & Discreet: Handles sensitive information with confidentiality
• Clear Communicator: Able to translate organizational work into clear, engaging messaging

Qualifications

• Bachelor’s degree preferred (or equivalent experience)
• 4–6 years of experience in nonprofit operations, administration, development, or communications
• Experience with:
• Grant reporting and compliance
• Donor database management (DonorPerfect or similar)
• Financial administrative processes
• Social media or organizational communications
• Demonstrated ability to coordinate cross-functional work and manage multiple priorities
• Strong proficiency in Microsoft Office Suite and database systems

Work Schedule

Full-time, Monday–Friday, 8:00 AM – 5:00 PM

Occasional evening or weekend hours for meetings or events as needed

Work Environment

This position operates in a professional office environment in Plano, TX, with regular interaction with staff, community partners, and stakeholders.

Position Impact

This role is essential to ensuring the internal strength and operational excellence of WCOA. By coordinating workflows, maintaining key systems, supporting communications, and ensuring accountability across the organization, the Operations & Development Manager enables the Executive Director to focus on advancing the mission through community presence, partnerships, and strategic leadership.