Advancement Operations Manager

Role Description

The Advancement Operations Manager is responsible for strengthening the systems, tools, and processes that support Community Catalyst’s Advancement function. This role ensures that leadership has clear visibility into pipeline performance, prospect movement, and fundraising activity, while also supporting consistent execution across key advancement processes, including stewardship and donor communications.

Reporting to the Senior Director of Advancement and Strategic Partnerships, this role will manage Salesforce as the primary system of record, build reports and dashboards, and support the effective use of Advancement tools across the team. The Manager will play a central role in maintaining clean data, improving workflows, and ensuring that advancement activities are tracked and executed with discipline.

This is a highly detail-oriented and analytical role for someone who understands advancement systems, has strong Salesforce expertise, and can translate data into actionable insights while ensuring operational consistency across the team.

Key Responsibilities

• Salesforce Management and Data Integrity
  • Maintain and manage Salesforce as the system of record for the Advancement team.
  • Ensure accuracy, completeness, and consistency of data across all prospects, funders, and opportunities.
  • Establish and reinforce data entry standards and support team adherence.
  • Conduct regular audits to identify gaps, inconsistencies, and duplicate records.
  • Ensure all records include clear stages, next steps, and ownership.
• Reporting and Dashboard Development
  • Design, build, and maintain reports and dashboards that provide clear visibility into pipeline activity and performance.
  • Track key metrics including prospect pipeline, proposal volume, stage progression, and revenue projections.
  • Develop dashboards for Advancement leadership and staff to support decision-making and day-to-day management.
  • Ensure reporting is accurate, timely, and aligned with team needs.
• Advancement Tools and Systems
  • Support and manage Advancement-related tools and platforms, with Salesforce as the primary system of record.
  • Ensure tools are aligned with Advancement workflows, including prospect tracking, communications, and stewardship.
  • Monitor and improve how the team uses tools to ensure consistency, efficiency, and data integrity.
  • Identify opportunities to streamline processes and strengthen overall Advancement operations.
  • Partner with internal IT or external vendors as needed for troubleshooting or system enhancements.
• Advancement Operations and Team Support
  • Support the Advancement team in using Salesforce and related tools effectively for prospect management and pipeline tracking.
  • Help standardize workflows, stages, and reporting practices across the team.
  • Provide guidance and light training to staff on systems, tools, and best practices.
  • Reinforce operational discipline to ensure timely updates, clear next steps, and accountability.
• Stewardship and Donor Coordination
  • Support tracking and coordination of stewardship activities, including donor acknowledgments, stewardship letters, and follow-up communications.
  • Monitor stewardship timelines and deliverables across the Advancement team.
  • Coordinate with staff to ensure funders and donors receive consistent and appropriate communication.
  • Maintain accurate records of stewardship activities within Salesforce.
• Data Analysis and Insights
  • Analyze pipeline and fundraising data to identify trends, gaps, and opportunities.
  • Provide insights to support Advancement strategy and decision-making.
  • Support preparation of internal updates, leadership reports, and board-level materials as needed.
• Cross-Team Coordination
  • Coordinate with finance, operations, and program teams to ensure alignment on data, reporting, and funder tracking.
  • Support integration of advancement data with broader organizational systems where applicable.

Qualifications

• 3–6 years of experience in Salesforce administration, advancement operations, or CRM management.
• At least 3 years of hands-on Salesforce experience, including report building, dashboard creation, and data management.
• Demonstrated experience building and maintaining reports and dashboards used by leadership for pipeline or fundraising decision-making.
• Experience supporting fundraising, advancement, or development teams.
• Strong attention to detail and commitment to data accuracy.
• Strong analytical skills and ability to interpret and present data clearly.
• Strong organizational and project management skills.
• Ability to manage multiple priorities and ensure timely follow-through.

Preferred Qualifications

• Salesforce Administrator certification preferred, not required.
• Experience in nonprofit fundraising, foundation work, or advancement teams.
• Familiarity with donor stewardship practices and fundraising lifecycle management.

Measures of Success

• Established clean, accurate, and reliable Salesforce data across the Advancement team.
• Brought clear, actionable dashboards that provide visibility into pipeline and performance.
• Improved team consistency and discipline in Salesforce and tool usage.
• Supported timely and consistent coordination of stewardship activities, including acknowledgments and follow-up.
• Enabled leadership to track pipeline, proposals, and revenue with confidence.
• Identified and implemented system improvements that strengthen Advancement operations.

Position Highlights

• Department: Advancement
• Reports To: Senior Director, Advancement and Strategic Partnerships
• FLSA Status: Exempt
• Employment Type: Full-Time
• Location: Remote
• Salary Range: $85,000 – $90,000, commensurate with experience