Development Operations Coordinator Catholic Charities Archdiocese of New York

Catholic Charities USA; New York (NY); Hybrid; USD 75,000 - 90,000; Full time

Job summary

Catholic Charities USA seeks a Development Operations Coordinator in New York to manage donor information and fundraising processes. The ideal candidate will oversee record-keeping, collaborate with senior leaders, and ensure the integrity of donor records in Raiser’s Edge. This full-time role requires a Bachelor's degree and at least five years of relevant fundraising experience. Salary ranges from $75,000 to $90,000 annually, and the position may allow for a hybrid work schedule after the initial month in-office.

Qualifications

• Minimum five years’ fundraising experience.
• Experience with database technologies and creating reports.
• Sensitivity when handling confidential information.

Responsibilities

• Oversee record-keeping for donor information.
• Coordinate budget development and revenue monitoring.
• Manage gift processing and donor acknowledgments.

Skills

Raiser’s Edge database experience

MS Excel proficiency

Fundraising experience

Excellent communication skills

Organizational skills

Education

Bachelor’s Degree

Tools

Raiser’s Edge

MS Office

Job description

We seek to foster a culture of philanthropy within the organization that values our donors. We emphasize the lifetime value of our donors and invest in building long-term relationships. Our donor-centered approach recognizes the needs and priorities of our partners while remaining aligned to our organizational mission and strategic priorities.

The Development Operations Coordinator is a vital position in the Office of Institutional Advancement that will work closely with the Senior Director, Development and Planned Giving and the Manager of Development Operations to oversee the record-keeping for donor information, systems management, list management, gift processing, reporting, drafting standard operating procedures (SOPs), donor and gift analysis, and budget monitoring. He or she works closely with peers and leadership in the Office of Institutional Advancement, the Finance Department, and the Archdiocese of New York, to gather information regularly and create effective reports and data analysis, on all donor and prospect activities.

Essential Duties and Responsibilities

• Collaborate closely with senior leadership in the Office of Institutional Advancement and the Finance Department to develop, monitor, and reconcile departmental revenue budgets.
• Partner with the Archdiocesan database management team to ensure the accuracy and integrity of donor records in Raiser’s Edge and to oversee backend development systems.
• Work with the database management team to design, generate, and distribute internal fundraising performance reports (daily, weekly, monthly, quarterly, and annually) across all giving channels (corporate, foundation, special events, individual and major gifts, planned giving and annuitants, digital and direct mail, and board contributions).
• Partner with internal departments to produce accurate donor listings for annual reports, events, and recognition opportunities.
• In collaboration with the Manager of Development Operations, oversee daily gift processing, data entry, and oversee the timely production and distribution of donor acknowledgment letters.
• Manage the process and batching of all gifts both restricted and unrestricted including wire transfers.
• Recommend and implement best practices for gift coding and processing, ensuring timely and accurate donor acknowledgments and adherence to established timelines.
• Coordinate and prepare development progress reports, including data analysis and narrative summaries, for Board and committee meetings in collaboration with senior leadership.
• Develop dashboards or visual reporting tools for leadership and sub-departments (e.g., KPI tracking). Build pivot table reports in Excel, as required.
• Oversee the tracking and management of event attendees, donors, and prospects in partnership with Major Gifts and Special Event officers and the database management team. Provide training on the Special Events Module. Upload event mailing information into records (guest lists and RSVP lists, etc.).
• Monitor and improve donor stewardship workflows and lifecycle tracking, in RENXT for proposals like Planned Giving activities. Develop and create Queue reports, as needed.
• Manage and streamline administrative operations for the Development Department by establishing efficient workflows. Deliver training and ongoing support to staff to ensure best practices in Raiser’s Edge and RENXT data management and assist in updating and maintaining standard operating procedures (SOPs).
• Partner with the Senior Director of Development and Planned Giving and the Manager of Development Operations to supervise Development Associate, Development Assistant, and temporary staff or volunteers. Assign projects, provide training, and monitor performance.

Qualifications

• Education: Bachelor’s Degree.
• Minimum five (5) years’ fundraising experience and/or training in the same.
• Previous development/advancement experience within a large institutional environment is a plus.

• Experience with Raiser’s Edge database technologies, including a minimum of five (5) years’ experience with creating queries, modeling reports, and running exports.
• Fluency in MS Office; must know MS Excel and pivot tables.
• Experience with online giving systems, dropbox giving systems, and gifts‑in‑kind.
• Excellent oral and written communication and interpersonal skills: possess the ability to communicate and liaise effectively with colleagues and vendors and work well within a team environment.
• Solid organizational skills: the ability to work productively in a fast‑paced, detail‑oriented, and collaborative environment and the ability to independently manage a multi‑faceted workload and meet strict deadlines.
• Accuracy and attention to detail are a must; sensitivity when working with highly confidential information and the ability to maintain discretion at all times.
• Team‑oriented thinker and development strategist able to effectively respond to both simple and complex gift scenarios confidently and with excellent donor relations.
• Genuine interest in the mission of Catholic Charities of New York and ability to participate in agency/community events.

Salary: $75,000 – $90,000 annually

Position Type and Expected Hours of Work: This is a full‑time position. Days and hours of work are generally 9:00 AM to 5 PM Monday – Friday. Additional night and weekend hours will be required to meet deadlines and attend events, as needed. Newly hired employees are required to work in office five (5) days per week during their first thirty (30) days of employment. After the initial thirty (30) days employees become eligible for hybrid work schedule, with a minimum requirement of three (3) days per week in the office in accordance with the agency’s Hybrid Work Policy. Additional hours may be required as needed to meet department and agency deadlines.

Working conditions and physical demands required: The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Remain in a stationary position at a work station and use a computer at least 75% of the time. Ambulate and/or remain in a stationary position at seminars, events, fundraisers etc. Travel for outreach, events and meetings at least 15% of the time using vehicle or public transportation, traverse city streets, ascend/descend stairs, and be exposed to outside weather conditions. Move and transport documents, objects, and other event materials. Engage with the public in social environments. Work under demanding conditions such as deadlines and project challenges.

Catholic Charities of the Archdiocese of New York and Catholic Charities Community Services are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.