Advancement Operations Manager

Maltz Museum; Beachwood (OH); On-site; USD 60,000 - 90,000; Full time

Job summary

The Maltz Museum in Beachwood, Ohio seeks an Advancement Operations Manager to support fundraising operations, membership services, donor stewardship, and executive initiatives.

This role is responsible for maintaining the integrity of the Museum’s constituent database (Blackbaud Altru), processing gifts and memberships, managing donor and member records, creating reports and mailing lists, and providing outstanding customer service to members, donors, and visitors.

Qualifications

• Experience in nonprofit development, fundraising operations, membership services, CRM/database administration, donor services, and advancement services.
• Experience with CRM systems (Blackbaud Altru, Raiser’s Edge, Salesforce, Bloomerang or similar) preferred.
• Experience processing gifts, memberships, maintaining constituent records, creating mailing lists, and generating reports.
• Strong proficiency in Microsoft Office, especially Excel, for large datasets.
• Excellent written, verbal, and proofreading skills; outstanding customer service.

Responsibilities

• Serve as the primary administrator for the Museum’s CRM database (Blackbaud Altru), ensuring constituent records are accurate, complete, and up to date.
• Process and record donations, pledges, memberships, sponsorships, and other gifts accurately and efficiently.
• Manage membership transactions, including new memberships, renewals, upgrades, gift memberships, and member benefits.
• Generate gift acknowledgments, membership letters, tax receipts, membership cards, and other donor and member correspondence in a timely manner.
• Create, manage, and maintain donor, member, prospect, and event mailing lists for fundraising, membership, and marketing initiatives.
• Run database queries, generate reports, and extract data to support fundraising campaigns, membership renewals, grant reporting, event invitations, and organizational decision-making.
• Maintain the integrity of constituent data through ongoing record updates, data cleanup, and quality control.
• Respond promptly and professionally to member and donor inquiries by phone, email, and in person, providing exceptional customer service and resolving issues with care and accuracy.
• Build positive relationships with members, donors, volunteers, and visitors while ensuring a welcoming and responsive experience.
• Research and identify grant opportunities aligned with the Museum’s mission and strategic priorities.
• Manage the grants calendar and workflow by tracking deadlines, coordinating internal schedules, gathering required materials, and helping ensure all proposals and reports are completed and submitted on time.
• Assist the Development Director in drafting, proofreading, and assembling grant proposals, reports, and supporting materials.
• Support donor cultivation and stewardship activities through accurate recordkeeping, correspondence, and administrative support.
• Assist with planning and coordinating fundraising and donor events, including the Maltz Heritage Award and other Development Department initiatives.

Skills

CRM/database administration

Donor services

Membership services

Data analysis

Customer service

Tools

Blackbaud Altru

Raiser’s Edge

Salesforce

Bloomerang

Microsoft Excel

Job description

• Reports to: Senior Director of Marketing & Advancement
• Department: Advancement

SUMMARY

The Advancement Operations Manager is a key member of the Maltz Museum’s Advancement team, providing critical support for fundraising operations, membership services, donor stewardship, and executive initiatives. This role is responsible for maintaining the integrity of the Museum’s constituent database (Blackbaud Altru), processing gifts and memberships, managing donor and member records, creating reports and mailing lists, and providing outstanding customer service to members, donors, and visitors. The position also supports grant writing, event coordination, and administrative initiatives to ensure the Museum’s advancement operations run efficiently and effectively.

The ideal candidate is highly organized, detail-oriented, analytical, and comfortable working with data. They enjoy maintaining accurate records, solving problems, providing excellent customer service, and helping create a positive experience for members, donors, and other stakeholders.

Duties & Responsibilities

CRM, Membership & Advancement Operations

• Serve as the primary administrator for the Museum’s CRM database (Blackbaud Altru), ensuring constituent records are accurate, complete, and up to date.
• Process and record donations, pledges, memberships, sponsorships, and other gifts accurately and efficiently.
• Manage membership transactions, including new memberships, renewals, upgrades, gift memberships, and member benefits.
• Generate gift acknowledgments, membership letters, tax receipts, membership cards, and other donor and member correspondence in a timely manner.
• Create, manage, and maintain donor, member, prospect, and event mailing lists for fundraising, membership, and marketing initiatives.
• Run database queries, generate reports, and extract data to support fundraising campaigns, membership renewals, grant reporting, event invitations, and organizational decision-making.
• Maintain the integrity of constituent data through ongoing record updates, data cleanup, and quality control.
• Respond promptly and professionally to member and donor inquiries by phone, email, and in person, providing exceptional customer service and resolving issues with care and accuracy.
• Build positive relationships with members, donors, volunteers, and visitors while ensuring a welcoming and responsive experience.
• Research and identify grant opportunities aligned with the Museum’s mission and strategic priorities.
• Manage the grants calendar and workflow by tracking deadlines, coordinating internal schedules, gathering required materials, and helping ensure all proposals and reports are completed and submitted on time.
• Assist the Development Director in drafting, proofreading, and assembling grant proposals, reports, and supporting materials.
• Support donor cultivation and stewardship activities through accurate recordkeeping, correspondence, and administrative support.
• Assist with planning and coordinating fundraising and donor events, including the Maltz Heritage Award and other Development Department initiatives.

Administrative Support

• Provide administrative support to the Senior Director of Marketing & Advancement and Executive Director as needed.
• Perform other duties as assigned.

Education & Experience

• Experience in nonprofit development, fundraising operations, membership services, CRM/database administration, donor services, advancement services, or a related field.
• Demonstrated experience working with CRM or donor database systems (Blackbaud Altru, Raiser’s Edge, Salesforce, Bloomerang, or similar) strongly preferred.
• Experience processing gifts, memberships, maintaining constituent records, creating mailing lists, and generating reports.
• Strong proficiency in Microsoft Office, particularly Excel, including sorting, filtering, and working with large datasets.
• Excellent written, verbal, and proofreading skills.
• Outstanding customer service and interpersonal skills, with the ability to communicate professionally and build positive relationships with members, donors, volunteers, and the public.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities while meeting deadlines.
• Comfortable learning new technology and using data to support fundraising, membership, and organizational goals.
• Ability to work both independently and collaboratively while maintaining confidentiality, professionalism, and a high level of accuracy.
• Commitment to the Museum’s mission and to creating a welcoming, responsive experience for all constituents.

Salary Range

Competitive annual salary commensurate with experience.

The Museum provides equal employment opportunity (EEO) to you and all applicants without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, disability, political affiliation, or other legally protected status. The Museum does not discriminate in hiring, training, compensation, benefits, promotion, transfer, discipline, or termination.

Non-Discrimination Policy

The Maltz Museum is committed to providing a work environment in which all employees are treated with dignity and respect. Discrimination based on race, color, religion, sex, sexual orientation, pregnancy, national origin, gender identity, ancestry, age, disability, military status, veteran status, or any other classification protected by law is completely unacceptable and will not be tolerated.