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Director, Philanthropy Operations

Director, Philanthropy Operations

locationIrvine, CA, USA
remoteHybrid
PublishedPublished: Published 3 weeks ago
Fundraising
Full time
5 - 10 years of experience

Purpose of Position

The Director of Philanthropy Operations will facilitate and support the philanthropy and campaign fundraising goals through strategic revenue strategy and services, database administration and data integrity, prospect/portfolio management, prospect research, and donor acknowledgement. The director will provide high-level administrative support to the team to help manage optimal donor visits, volunteer leadership meetings, stewardship activities, and help manage the organization-wide management of individual donors. 

The director will ensure that philanthropy functions are following best practices and implementing creative approaches in the areas of revenue strategy, analytics, database optimization, moves management, pipeline development, reporting, and donor research. The director will be central to meeting campaign objectives by focusing on improving and enhancing the annual giving function, enabling the gift officers with optimal tools, providing detailed reports, and operating the team within the approved budget. Where needed, the director will also oversee the work of consultants/vendors contracted to help carry out philanthropy operations.

Essential Job Functions

  • Drive the creation of custom donor and donation analytics, reports, and dashboards to aid with strategic revenue generation aligned with the organizational strategic plan. Maintain a user-friendly, standardized reporting system.
  • Track and disseminate fundraising, donor and prospect-related information to the philanthropy team on a regular basis, and to leadership as needed.
  • Ensure departmental processes are documented and followed.
  • Create and enforce donor file protocol and safekeeping of other donor-related intellectual property for the organization.
  • Identify new potential donors for various giving categories and ensure they are assigned to portfolios and/or and receive appropriate mailings accordingly.
  • Work with staff to develop research profiles for donor prospects.
  • Systematically and regularly review and assess donor pipelines.
  • Support and track the conversion and upgrading of donors throughout the pipeline
  • Provide tracking tools for front line officers to understand their progress against goals to ensure portfolio optimization.
  • Ensure the overall integrity and quality of the donor database, including regular data improvement and hygiene, enforcement of database business processes and management of code values, business rules and other set-up functions of the database.
  • Ensure database performance, troubleshoot, track and reports problems.
  • Recommend upgrades in hardware and software to stay on the cutting edge of strategic philanthropy database management.
  • Secure database by developing and monitoring implementation of database policies, procedures, and controls.
  • Oversee accurate gift processing, receipts, pledge reminders, and acknowledgements.  Ensure that all gifts, acknowledgements, and receipts are recorded and mailed within 48 hours of receipt. Update/maintain tracking documents and database. 
  • Manage the operations of a successful annual direct response campaign and carry goals for response rate and dollars raised.
  • Provide administrative support to the philanthropy team.
  • Work with Chief Philanthropy Officer, consultants, and the marketing/ communications team to create and disseminate stewardship materials, newsletters and other materials for the various constituencies.
  • Assist in writing and packaging proposals for gifts from major donor constituents.
  • Communicate effectively with philanthropy and development staff and all solicitors to coordinate prospect information, meetings, solicitations, and follow-up.
  • Function as the onsite logistics coordinator for philanthropy events such as donor salons in private homes. This will require some localtravel and time outside of normal businesshours.
  • Ensure deadlines are met and materials and services are provided to front line fundraisers.
  • Oversee the provision of basic and comprehensive research profiles on individuals and foundations for internal customers.
  • Develop prospect biographies for the leadership team and the philanthropy staff for cultivation and/or solicitation.
  • Ensure prospect research related materials and contact reports are entered into the database including, but not limited to profiles, biographies, internal and external information.
  • Develop and maintain internal guidelines for all prospect research activities.
  • Ensure the confidentiality and integrity of all prospect research related materials.
  • In consultation with the Chief Philanthropy Officer, leadership team, and consultants, lead the creation, coordination, and facilitation of specific development activities, meetings, training, cultivation activities, solicitations, and donor events.
  • Create and track multi-year departmental budget, goals and actual income.
  • Serve as key partner to Finance department and ensure smooth and accurate reconciliation of donor and donation data between Philanthropy department and Finance department.
  • Perform other duties as required. Responsibilities may change under supervisor discretion. 

Minimum Qualifications

  1. Bachelor’s degree in a relevant discipline 
  2. Minimum of eight years’ of progressively responsible fundraising positions, including experience in annual giving, donor database management, prospect research, donor acquisition, and pipeline management and support or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained
  3. Ability to maintain confidentiality and adhere to the highest ethical standards.
  4. Independent judgment and initiative; the ability to work independently while maintaining focus.
  5. High-level experience with Microsoft Excel, Word, Outlook, and PowerPoint programs and some exposure to relational databases.
  6. Excellent written, oral, and interpersonal communication skills.
  7. Customer service orientation.
  8. Experience in coordinating complex schedules between various high-level donors, volunteers, and their administrators
  9. Experience training in, and/or presenting technical information to co-workers, organizational leaders and/or others
  10. Strong organizational and time management skills. Attention to detail.
  11. Experience establishing effective working relationships. 

Other Preferred Qualifications

  • Understanding of publications operations and the creation of marketing materials.
  • Experience in prospect research, including familiarity with wealth screening solutions. 

Employment Standards

  1. Commitment to the mission and values of the organization
  2. Self-motivated and able to work effectively with minimal supervision
  3. Ability to represent program and Orange County United Way with public/private partners
  4. A team player who is inclusive, flexible, creative, and energetic
  5. A decisive and resourceful individual with the willingness to accept responsibility and take charge of results; able to work successfully with limited resources
  6. Must be available to work flexible hours, including some evenings and weekends
  7. Access to a car, California Driver's License, car insurance and a satisfactory driving record are conditions of initial and continued employment.

Compensation

Commensurate with experience, education, and market; $90,000-$120,000/year. Competitive benefits.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, Talk or hear, or feel; reach with hands and arms and climb or balance. Employee must use a computer, so corrected eyesight is necessary. The employee must occasionally lift and/or move up to 25 pounds.

Send Resumes To: 

recruiting@unitedwayoc.org

Orange County United Way

18012 Mitchell South, Irvine, CA 92614

www.unitedwayoc.org 

Years of experience

  • 5 - 10 years of experience