Development Operations Coordinator

Development Operations Coordinator

The Development Operations Coordinator serves as the administrative backbone of the Development Department, ensuring administrative processes, donor services, data management activities, and departmental operations are executed accurately, efficiently, and consistently. This position is responsible for managing the day-to-day administrative functions, serving as the primary point of contact for donor inquiries, maintaining the integrity of donor records, supporting stewardship initiatives, coordinating event logistics, both internal and third-party, and facilitating smooth departmental and interdepartmental operations. Through exceptional attention to detail, strong customer service, and a commitment to continuous improvement, the Development Operations Coordinator helps create a positive donor experience while supporting the effectiveness of fundraising efforts.

Qualifications

• High school diploma or GED
• Experience maintaining databases or working with a CRM system
• Excellent written and verbal communication skills and knowledge of communication principles and practices
• Strong customer service and relationship management skills
• Proficiency with Microsoft Office, particularly Word, and Excel
• Strong attention to detail and commitment to accuracy
• Ability to learn new technologies and systems quickly
• Ability to organize resources, establish priorities, and work independently
• Experience processing invoices, maintaining records, or supporting administrative operations preferred
• Must interact professionally and pleasantly with donors, volunteers and staff
• Must work well effectively in a collaborative team environment
• Impeccable commitment to servant-leadership and an absolute unwillingness to accept mediocrity

Key Responsibilities

• Serve as the primary point of contact for incoming donor inquiries via phone, email, mail, and other communication channels.
• Provide exceptional donor service by responding to questions related to donations, acknowledgements, tribute gifts, fundraising initiatives, and general organizational information.
• Upholds the integrity of our donor database through meticulous data entry, updates, and management by demonstrating proficiency in handling and interpreting donor information.
• Executes donor appreciation stewardship initiatives, including the preparation and dispatch of personalized thank you letters and accompanying reports.
• Curates bespoke donor correspondence for honor/memorial/special events, reinforcing our brand's personal touch.
• Seamlessly processes online credit card transactions, guaranteeing the security and accuracy of each transaction.
• Facilitates efficient mail processing and preserves donor/donation records in adherence to best practices.
• Serve as backup support for gift processing and acknowledgement procedures during staff absences or periods of high volume.
• Process invoices, maintain supporting documentation, and coordinate approvals and payment submissions.
• Adopts cutting-edge project management tools to ensure deadlines and timelines are met for donor and stewardship projects.
• Support scheduling, meeting coordination, and other administrative functions that contribute to efficient department operations.
• Provide administrative and logistical support for donor engagement events, cultivation activities, fundraising initiatives, and conferences.
• Manage event registrations, RSVPs, attendee communications, nametags, materials, and event-related tracking.
• Represents MOWCTX at diverse events, from fundraising galas to workplace fairs, sometimes beyond regular working hours, embodying the organization's values and ethos.
• Ensures availability of acknowledgment and stewardship materials, foreseeing needs and acting proactively.
• Conduct routine data quality reviews, including address updates, returned mail processing, record standardization, and duplicate record identification.
• Generate reports, donor lists, and data exports to support fundraising, stewardship, and donor engagement activities.
• Develop and maintain operational procedures, documentation, and administrative systems that support departmental effectiveness.
• Identify opportunities to improve workflows, administrative systems, donor service processes, and team efficiency.
• Upholds the sanctity of confidentiality and ethical codes intrinsic to our organization's values.
• Perform other duties related to development operations, donor services, and departmental administration as assigned.

Workplace Environment and Physical Demands

• Constantly performs work indoors.
• Occasionally walks to perform some work.
• Constantly reads information on a computer monitor and in writing.
• Frequently presents information to variable audiences.
• Constantly moves and uses limbs to perform work; this position requires good manual dexterity and coordination.
• Occasionally travels locally.
• Frequently moves about inside the office to access file cabinets, office machinery, and other general office equipment.
• Frequently use abdominal and lower back muscles to provide support over time without fatigue.
• Occasionally move objects up to 20 pounds.

Meals on Wheels Central Texas provides equal employment opportunities to all applicants and employees for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This employer participates in E-Verify. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the government cannot confirm that you are authorized to work, you will be given written instructions and an opportunity to contact SSA and/or DHS before any adverse action is taken. Employers may not use E-Verify to pre-screen job applicants and may not influence the choice of documents presented for Form I-9.