Manager of Philanthropic Activities

Job Description

Job Description

ABOUT OAKWOOD CREATIVE CARE

For more than 50 years, Oakwood Creative Care has helped older adults live with joy, purpose, and connection. Through arts, wellness, and enrichment programming in Mesa, Chandler, and Flagstaff, we create moments that matter for participants, their families, and the caregivers who love them.

 

POSITION SUMMARY

The Manager of Philanthropy is a key member of Oakwood Creative Care’s philanthropy team and a close partner to the Chief Philanthropy Officer. This position owns the systems and experiences that keep donors and volunteers connected to our mission: the donor database, donor communications, the volunteer program, and all fundraising events, including Moments Matter, our signature annual gala, and third-party events hosted on our behalf.

The ideal candidate is organized, warm, and detail-driven, someone who sees every gift record, thank-you letter, and volunteer shift as a chance to deepen a relationship. They are comfortable moving between data and people, and they take pride in running events that feel effortless to guests because the planning behind them was anything but.

KEY RESPONSIBILITIES

Donor Database Management (Bloomerang)

• Serve as the owner and administrator of Oakwood Creative Care’s donor CRM, currently Bloomerang, ensuring it remains the accurate, complete system of record for all constituents and gifts.
• Oversee timely and accurate gift entry, coding, and reconciliation with finance on a monthly basis.
• Maintain data hygiene standards, including deduplication, address updates, relationship linking, and consistent use of appeals, campaigns, and funds.
• Manage integrations with online fundraising and event platforms (such as Givebutter) so that donor, ticket, and sponsorship data flows cleanly into the CRM.
• Produce regular reports and dashboards on revenue, donor retention, acquisition, lapsed donors (LYBUNT/SYBUNT), and event results for the Chief Philanthropy Officer, leadership, and the board.
• Build donor segments and lists for appeals, invitations, and stewardship, and document database policies and procedures.

 

Donor Communications and Stewardship

• Ensure every gift is acknowledged promptly, accurately, and personally, with IRS-compliant tax receipts, within 48 hours of receipt.
• Write, produce, and coordinate annual appeals, including year-end and spring campaigns, in partnership with the Chief Philanthropy Officer.
• Develop donor e-newsletters, impact updates, and stewardship pieces that share participant stories and the difference donor support makes.
• Maintain an annual donor communications and stewardship calendar, including thank-you calls, recognition, and touchpoints for monthly, mid-level, and first-time donors.
• Collaborate with program staff to gather stories, photos, and outcomes, and with design and social media support to keep messaging consistent and on brand.

Moments Matter Gala

• Lead the planning and execution of Moments Matter, Oakwood Creative Care’s signature annual gala, from concept through post-event stewardship.
• Develop and manage the gala budget, project timeline, and revenue and net income goals.
• Coordinate venue, catering, entertainment, décor, photography, audiovisual, signage, and all other vendors.
• Manage sponsorship fulfillment and benefits tracking, ticketing, seating, guest communications, and the raffle and silent or live auction.
• Staff and support the Moments Matter Angels gala committee, equipping members to secure sponsorships, solicit auction items, and invite guests.
• Build the run of show and day-of timeline, manage event-day operations, and lead post-event reporting, thank-you’ s, and follow-up with new contacts.

 

Third-Party and Community Events

• Manage the pipeline of third-party fundraising events hosted by businesses, groups, and individuals for Oakwood Creative Care’s benefit.
• Track third-party event revenue and ensure organizers and their attendees are entered, thanked, and stewarded.
• Plan and coordinate smaller cultivation events, tours, and donor recognition gatherings, and represent Oakwood Creative Care at community events as needed.
• Volunteer Program
• Lead the full volunteer program, including recruitment, application, screening and background checks, onboarding, training, scheduling, and recognition.
• Manage the volunteer management system and track volunteer hours, roles, and engagement.
• Partner with program staff across all locations to identify volunteer needs and place volunteers where they can make a meaningful difference for participants.
• Plan annual volunteer appreciation activities and ensure volunteers feel valued and connected to the mission.
• Recognize volunteers as part of the philanthropy family, cultivating them as donors, ambassadors, and event leaders.

 

Collaboration and Leadership

• Partner with the Chief Philanthropy Officer on annual fundraising goals, budget, and strategy.
• Support board and committee fundraising activities, including preparing materials and data for meetings.
• Supervise future philanthropy staff, interns, and volunteers as the team grows.
• Model Oakwood Creative Care’s values of respect, joy, and integrity in every interaction with donors, volunteers, participants, and colleagues.
• Perform other duties as assigned.

QUALIFICATIONS

Required

• Bachelor’s degree in nonprofit management, communications, marketing, or a related field, or equivalent professional experience.
• Five or more years of progressive experience in nonprofit fundraising or development, including donor database management and event planning.
• Demonstrated success planning and executing a major fundraising event, such as a gala, from start to finish.
• Hands-on experience administering a donor CRM, including gift entry, reporting, and data management.
• Experience recruiting, coordinating, and supporting volunteers or volunteer committees.
• Excellent writing skills, with the ability to craft warm, compelling donor communications.
• Strong organizational and project management skills, with the ability to manage multiple deadlines with accuracy and follow-through.
• Proficiency in Microsoft 365, including Outlook, Word, and Excel.
• Valid Arizona driver’s license, reliable transportation, and the ability to pass a background check.

Preferred

• Experience with Bloomerang strongly preferred.
• Experience with Givebutter or other online giving, ticketing, and auction platforms.
• Experience with a volunteer management platform.
• Familiarity with the Benevon model or other relationship-based fundraising approaches.
• Experience working in aging services, health and human services, or the arts.
• Supervisory experience.
• CFRE credential or progress toward it.
• Bilingual in English and Spanish.

CORE COMPETENCIES

• Relationship-minded. Treats every donor, volunteer, and guest as a valued partner.
• Detail-oriented. Protects the accuracy of data, gifts, and commitments.
• Accountable and reliable. Does what they say they will do, communicates early, and owns outcomes.
• Grace under pressure. Stays calm under pressure and brings good humor to event days.
• Works well across programs, finance, and leadership.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Primarily office-based in Mesa, with regular travel to program sites in Chandler and Flagstaff and to community events and donor meetings.
• Evening and weekend work is required for events, including the annual gala.
• Ability to lift and carry up to 30 pounds, stand for extended periods, and set up and break down event materials.
• Regular use of a computer and phone for extended periods.