Development Operations Specialist

Position Summary

The Development Operations Specialist plays a critical strategic and operational role in advancing the fundraising efforts of the Pittsburgh Zoo & Aquarium. This position is responsible for leading the Zoo’s development systems and data infrastructure, supporting compliance and donor stewardship, and optimizing cross-departmental alignment with Finance, Communications, and Programs.

This role requires a sharp analytical thinker with a deep understanding of CRM systems, data integrity standards, nonprofit compliance, and fundraising best practices. The Specialist serves as a key internal advisor, providing actionable insights, maintaining regulatory adherence, and ensuring that the Development Department operates efficiently, ethically, and strategically.

Key Responsibilities

Fundraising Data Strategy & CRM Oversight

• Own and manage the organization’s donor database (Altru) from the Development Department’s perspective, ensuring optimization, integrity, and alignment with fundraising goals.
• Develop, document, and enforce internal protocols for gift data entry, segmentation, and system use.
• Evaluate and implement new technologies and tools to enhance fundraising operations and analytics.
• Regularly audit data systems and recommend improvements to leadership.

Gift Processing & Acknowledgment

• Oversee the end-to-end process of gift entry, donor acknowledgment, and receipting to ensure timeliness and accuracy.
• Coordinate with Finance to ensure proper gift classification (e.g., restricted vs. unrestricted), and reconcile revenue monthly.
• Maintain documentation and workflows to support compliance with audit and donor reporting requirements.

Compliance & Best Practices

• Ensure compliance with fundraising ethics, donor confidentiality protocols, IRS regulations, and data privacy laws (e.g., GDPR, CAN-SPAM).
• Serve as an internal resource for legal, ethical, and policy-related questions concerning donor data and fundraising practices.
• Monitor and implement nonprofit best practices across development operations.

Cross-Departmental Collaboration & Integration

• Partner with Communications, Finance, and Program teams to ensure messaging alignment, coordinated donor engagement, and accurate tracking of restricted funding.
• Assist in developing reports and dashboards that connect financial, programmatic, and fundraising data for leadership and board use.
• Provide strategic input on campaign execution based on donor behavior and engagement patterns.

Grants Administration & Strategic Support

• Support the development and management of grant tracking systems to monitor submissions, deadlines, and reporting obligations.
• Assist in researching prospective grant opportunities, writing and submitting annual operation grant requests, and support compliance-related aspects of grant reporting.
• Provide data analysis and reporting to support funding renewals and new proposals.

Adopt an Animal Program

• Manage all aspects of the Adopt an Animal program, including fulfillment, donor acknowledgment, and program performance tracking.
• Identify opportunities to enhance donor experience and grow the program's reach.

Qualifications:

• Bachelor’s degree preferred; coursework or certification in nonprofit management, fundraising, data systems, or business administration beneficial. Commensurate experience accepted in lieu of degree.
• Minimum 3–5 years of experience in nonprofit fundraising operations, development services, or database administration.
• Advanced proficiency with CRM platforms (e.g., Altru), Excel, and reporting tools; experience with data visualization software (e.g., PowerBI) a plus.
• Demonstrated ability to analyze complex data and synthesize key insights for strategy development.
• Strong understanding of nonprofit compliance, donor privacy laws, and gift documentation practices.
• Excellent organizational, written, and verbal communication skills.
• High degree of discretion and professionalism when handling confidential information.
• Self-starter who thrives in a collaborative environment and is committed to continuous improvement.