Associate, Development Operations

Planned Parenthood of Greater New York; New York (NY); On-site; USD 62,000 - 70,000; Full time

Benefits offered by this job

Generous PTO and holiday schedule

Medical, dental and vision coverage

FSA/HSA and commuter pre-tax funds

Disability and life insurance

401(k) retirement plan

Job summary

Planned Parenthood of Greater New York seeks an Associate, Development Operations to manage donation processing, data entry, and administrative tasks for the Development Operations team. The role includes entering and coding donations, preparing batch reports, and ensuring data hygiene across donor records.

You will work with the Director and AVP of Development, support online giving via EveryAction, and assist with donor acknowledgments and inquiries. Some evenings/weekends may be required.

Qualifications

• High school diploma or GED required.
• Experience in nonprofit operations preferred but not required.
• Experience with donor databases and data entry is a plus.
• Strong attention to detail and ability to handle confidential information.

Responsibilities

• Process donations and acknowledgments; data entry and batch reporting.
• Maintain donor records and data hygiene; reconcile payments.
• Provide administrative support and manage inbox/voicemail.
• Generate donor lists and exports for vendor fulfillment.
• Support Notion-based project management and office hours.

Skills

Customer service

Communication

Interpersonal skills

Teamwork

Time management

Attention to detail

Education

High school diploma

Tools

MS Office

Raiser’s Edge

EveryAction

USPay

Job description

POSITION SUMMARY

The Associate, Development Operations (“Associate”) is responsible for donation and acknowledgment processing, data entry, and other administrative and database management tasks on behalf of the Development Operations team.

Reporting to the Director of Development Operations, and in collaboration with the Associate Vice President of Development and the Manager of Development Operations, the Associate enters and codes donations into the database, prepares batch reports and corresponding documentation for the Finance Department, and reconciles donor responses to actual cash/checks/credit card donations received by mail or phone. The Associate also imports, reports on, and adjusts donations received via EveryAction online giving platform on a weekly basis, with increased frequency during peak seasons. The Associate also generates donor lists for acknowledgment mailings for external vendor fulfillment on a twice-monthly basis.

The Associate plays a critical role in maintaining data hygiene and integrity, transferring any essential donor information (address changes, locations within regions and counties served, spouse names, telephone numbers, email addresses, employment data, communication and solicitation preferences, deceased status, etc.) extracted from donor communications into donor records. The Associate merges duplicate records and adds new constituent records to database as needed.

The Associate provides primary coverage for monitoring the Development department’s voicemail line and Operations team shared inbox, responding to or correctly routing/escalating all relevant calls and emails, reporting any noticed trends, and ensuring all inquiries are resolved in a timely manner.

The Associate manages ongoing assignments in Notion project-management platform, and supports the facilitation of weekly “Office Hours” for Development staff to receive support for requests, including queries, exports, and other analysis from the donor database. The Associate processes office supply orders and corresponding expense requests on behalf of the department.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Gift processing (25%)

Data entry and maintenance (25%)

Administrative support (25%)

Customer Service and Donor Relations (15%)

Special Projects (10%)

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice.
• A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.
• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility.

REQUIRED SKILLS/ABILITIES

Interpersonal

• Excellent customer service and communication skills
• Excellent interpersonal and verbal skills
• Superior oral and written communication skills
• Ability to develop and maintain effective, professional relationships with internal and external stakeholders
• Ability to work effectively as part of team
• Ability to remain focused and calm in stressful situations

Technical

• Proficient in Microsoft Office Suite or similar software
• Familiarity with donor databases, such as Raiser’s Edge
• Familiarity with online fundraising platforms, such as EveryAction
• Familiarity with credit card processing gateways, such as USPay

Subject Matter Knowledge

• Familiarity with the principles of data entry, data health, and data management
• Familiarity with principles of financial reporting and reconciliation for a high-volume development department

Work Habits/Attributes

• Keen attention to detail
• Excellent organizational skills
• Outstanding time management skills, including the ability to work under deadline
• Ability to produce high-quality work in a fast-paced environment with changing and/or competing priorities
• Ability to exercise discretion in the handling of confidential information
• Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require

REQUIRED QUALIFICATIONS

• Minimum education: high school diploma/GED
• Minimum work experience: none required.
• Licensures/Certifications: none required.

PREFERRED QUALIFICATIONS

Preferred – 1-2 years of experience providing comprehensive operations administrative support to a high-volume nonprofit Development Department

PHYSICAL DEMANDS

Requires sitting for long periods of time. Periodic standing, walking, bending. Requires lifting of up to 15 pounds. Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Requires the ability to hear and to communicate orally with others.

$62,000 - $70,000 a year

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.