Operations and Development Associate

Job Description

Job Description

Salary: 50,000

POSITION OVERVIEW

The Operations and Development Associate is the operational backbone of PSUs development and administrative functions. In Year 1 of the 20262029 Strategic Plan, the ODA owns grant compliance and reporting, internal systems, and development administration ensuring that the organizations fundraising infrastructure is accurate, timely, and well-documented. Fundraising strategy, narrative, and donor cultivation are led by the Executive Director; the ODA executes, tracks, and supports. This role requires strong organizational skill, excellent follow-through, and comfort with detail-oriented systems work.

ESSENTIAL FUNCTIONS & TIME ALLOCATION

40% Grant Reporting, Compliance & Writing Support

The ODA is PSUs primary owner of grant compliance and the reporting pipeline for all current funders.

• Own all grant report writing, submission, and compliance for PSUs existing funder portfolio
• Maintain a funder communication calendar with all deadlines tracked and flagged to the ED at least 30 days in advance
• Coordinate with ED on grant narrative content, data needs, and positioning for re-applications
• Partner with ED on 24 grant applications per month, contributing research, data, and draft sections
• Manage CRM: ensure donor records, grant records, and contact data are current
• Track all proposals and reports for foundation and corporate fundraising
• Document all grant practices, templates, and funder-specific requirements for organizational continuity

40% Operations, Administration & Internal Systems

The ODA owns the administrative infrastructure that allows PSU to operate consistently and compliantly.

• Support ED in maintaining PSUs annual operating budget; track actuals vs. budget monthly
• Produce and deliver monthly fundraising tracker to ED each month
• Manage financial record-keeping including grant report data, donation data, and timesheets
• Maintain PSUs good standing with filings, nonprofit compliance, and legal requirements
• Answer donor and staff inquiries in a timely fashion
• Ensure volunteer and partnership opportunities are coordinated and communicated
• Provide supervision and guidance to interns and youth on external narratives including newsletter completion, and social media content

10% Fundraising Support & Board Development

The ODA provides execution and logistics support to the ED-led fundraising strategy. The ODA does not independently set fundraising strategy or lead donor cultivation.

• Support board members in their fundraising roles through logistics, tracking, and follow-up coordination
• Coordinate donor appreciation and acknowledgment communications
• Support and mentor PSU youth members in co-leading fundraising tasks for youth-led campaigns
• Assist with 12 special fundraising events per year: logistics, registration, follow-up

10% Movement & Professional Development

• Engage in supportive professional development on leadership and organizational management practices to support growth
• Stay current on nonprofit fundraising, development, and CBO operations best practices
• Share relevant resources with PSU staff and youth as appropriate