Development Operations Coordinator

Southern-Maine-Agency-On-Aging; Biddeford (ME); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Dental and vision insurance

Medical Insurance 100% paid

13 holidays per year

403B Retirement Plan

Tuition Reimbursement

Life insurance / income protection

Job summary

AgeMaine seeks a Development Operations Coordinator to maintain donor data, coordinate gift processing and reporting, and support donor engagement activities. The role partners with the Chief Advancement Officer to ensure accurate data across Raiser's Edge and related systems.

Ideal candidates bring 3+ years in admin or coordination, strong Excel skills, and meticulous attention to detail. This full-time position in Maine offers comprehensive benefits and a supportive work environment.

Qualifications

• 3+ years in administrative, executive assistant, or coordination roles.
• Experience with donor databases and fundraising data is a plus.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Serve as an operational support partner to the Chief Advancement Officer, ensuring smooth execution of development workflows.
• Track donor engagement activities, follow-ups, and next steps in the CRM.
• Support scheduling, preparation, and coordination of donor meetings and development activities.
• Ensure timely completion and tracking of tasks across the development function.
• Generate donor lists, reports, and dashboards to support fundraising activities.
• Maintain accuracy and integrity of donor data in Raiser's Edge.

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Tools

Raiser's Edge

Excel

CRM systems

Job description

Development Operations Coordinator

Position Title: Development Operations Coordinator

Employment Status: Full-time

Number of hours per week: 40 hours

Hourly rate: $25.00 -$27.00

AgeMaine is committed to positive long-term outcomes for older adults and their caregivers. We empower older adults, adults with disabilities and their caregivers to live to their fullest potential by providing services, resources and information. At AgeMaine, we believe that a supportive and inclusive workplace, where everyone feels valued and heard, is key to shaping organizational culture and advancing our work with underrepresented and diverse communities. We were recently voted Best Places to Work in Maine for three years in a row 2024 to 2026!

The Development Operations Coordinator serves as a key operational support partner to the Chief Advancement Officer, ensuring the accuracy, coordination, and smooth execution of all development systems and processes. This role is ideal for a highly detail-oriented professional - such as an experienced executive assistant or administrative coordinator - who excels at managing information, tracking details, and ensuring follow-through. The coordinator is responsible for maintaining the integrity of the donor database (Raiser’s Edge), coordinating gift processing and reporting, and ensuring that donor engagement and follow-up activities are accurately tracked and completed.

This position works closely with internal staff and external database support to ensure that all donors and fundraising data are accurate, up to date, and usable for decision-making. While the role may directly enter data or coordinate data entry with others, the coordinator is ultimately responsible for ensuring data accuracy and consistency across systems.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Development Operations & Coordination

• Serve as an operational support partner to the Chief Advancement Officer, ensuring smooth execution of development workflows

• Track donor engagement activities, follow-ups, and next steps in the CRM

• Support scheduling, preparation, and coordination of donor meetings and development activities

• Ensure timely completion and tracking of tasks across the development function

Database Accuracy & Gift Processing

• Ensure accuracy, completeness, and integrity of all donor data in Raiser’s Edge, whether entered directly or in coordination with others

• Process and record charitable contributions in a timely and accurate manner

• Maintain consistent data entry standards and support database protocols

• Conduct routine review and validation of donor records to ensure accuracy

Follow-Up & Communication Support

• Track and ensure completion of follow-up actions from donor meetings, events, and internal discussions

• Assist with donor, foundation, and community partner communications as needed

• Prepare mailing lists, appeals, invitations, and donor communications materials

Reporting & Administrative Support

• Generate donor lists, reports, and dashboards to support fundraising activities

• Assist with tracking progress and fundraising performance

• Support monthly reconciliation of gifts and pledges in coordination with Finance

• Maintain documentation and reporting for leadership and board needs

Grants Coordination

• Maintain grants calendar and track submission deadlines and reporting requirements

• Coordinate with contract grant writer to support timely submissions and follow-up

• Ensure accurate tracking of grant-related communications and documentation

Systems Coordination

• Coordinate with external database consultant, in collaboration with the Chief Advancement Officer, to support CRM updates and improvements

• Translate operational needs into clear requests for system enhancements and improvements

• Support implementation and testing of database updates as needed

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Performs other duties as assigned.

QUALIFICATIONS NEEDED FOR POSITION

Experience and Skill Requirements: The following requirements and skills are considered essential:

• Exceptional attention to detail and strong organizational skills

• Proven ability to manage multiple priorities and ensure follow-through

• Comfort working with databases or CRM systems (Raiser’s Edge experience preferred but not required)

• Strong written and verbal communication skills

• Proficiency in Microsoft Office (especially Excel)

Education/Knowledge Requirements: The following education requirements are considered essential:

• 3+ years of experience in an administrative, executive assistant, or coordination role

Salary and Benefits

This is a non-exempt full-time position, working 40 hours per week.

Benefits include:

• Vacation time

• Sick time

• 13 holidays per year

• Dental and vision insurance

• Medical Insurance 100% paid Premiums (Employee only plan)

• Accident and critical illness insurance

• 403B Retirement Plan

• Tuition Reimbursement

• Life insurance, income protection plan, and long-term disability insurance.

• Paid Birthday, Grandparent leave, parental leave, volunteer time, and more!

AgeMaine is an equal-opportunity employer