Development Operations Coordinator (Part-Time, Hybrid)

National Brain Tumor Society; Newton (MA); Hybrid; USD 28,000 - 40,000; Part time

Benefits offered by this job

PTO policy and holidays

401(k) match

Employee assistance program

MassBio membership

Job summary

National Brain Tumor Society (NBTS) is seeking a Development Operations Coordinator to support the Development Operations team with gift processing and donor communications. You will handle mail, perform gift processing across multiple sources, and ensure timely acknowledgments and tax letters.

The role requires strong organizational, project management, and problem-solving abilities, plus proficiency in Microsoft Office and Google Workspace.

Qualifications

• Bachelor’s degree or equivalent required.
• Experience with data processing/data entry, database management, or financial records preferred.
• Non-profit, fundraising, or development is a plus.

Responsibilities

• Process incoming mail and route non-donation correspondence to staff.
• Conduct gift processing via stock transfers, EFT, donor-advised funds, checks, and cards.
• Generate and print tax acknowledgments and donor notifications with accuracy.

Skills

Multitasking

Organizational skills

Data entry

Confidentiality

Communication

Education

Bachelor’s degree or equivalent

Tools

Excel

Google Workspace

Salesforce

Microsoft Word

Job description

National Brain Tumor Society (NBTS) unrelentingly invests in, mobilizes and unites our community to discover a cure, deliver effective treatments, and advocate for patients and their care partners. NBTS is a leading policy advocacy and research organization as well as a convener of brain tumor research leaders including industry, regulators, funders, clinician researchers and patient advocates. The organization also delivers timely information and support to patients and families. Through collaborative leadership with partners, our results include paradigm shifting research discoveries, increased federal funding for brain tumor research, innovative new clinical trials, opportunities for entrepreneurship and venture philanthropy to benefit brain tumor research, and empowering collaborative advocacy that results in reforms and advances to health care and the development of treatments.

While we have seen significant progress in terms of scientific understanding of brain tumor biology, we are unsatisfied with the status quo of today’s treatment options. NBTS is committed to investment in new ideas and research poised to incent the development and realization of treatments that dramatically increase survival and quality of life for patients.

Position Summary:

The Development Operations Coordinator provides critical administrative and operational support to the Development Operations team. The Coordinator is responsible for all aspects of gift processing and provides customer service to constituents and event participants through phone and email support.

This position requires impeccable organizational, project management and problem‑solving skills, including the capacity to coordinate details, strong Microsoft Office and G‑Suite skills, and the ability to engage in multiple tasks simultaneously. This position reports to the Senior Director of Development Operations.

Responsibilities:

• Process incoming mail and route non‑donation correspondence to appropriate staff.
• Conduct gift processing via all sources such as stock transfers, EFT, donor‑advised funds, checks, credit cards, planned gifts, etc.
• Ensure that all donors are properly stewarded with timely acknowledgments. Generate, proofread, and print tax acknowledgements, notifications, and other letters.
• Confirm matching gifts through various online interfaces promptly as notified. Update HEPdata eMatch portal daily as needed.
• Verify, enter, and maintain records in Salesforce while maintaining the highest degree of data integrity.
• Provide customer service through emails and phone calls, both inbound and outbound.
• Provide administrative support to the Development team and coordinate special projects as needed.
• Assist in responding to requests from event participants, including but not limited to:
• Reassigning donations as directed by the donor
• Registering participants and/or changing a participant’s registration type
• Answer and route incoming phone calls.
• Assisting the Finance department with bank deposit reconciliation as needed.
• Other duties as required.

Education and Experience:

• Bachelor’s degree or equivalent prior work experience required.
• Prior experience with data processing/data entry, database management, or financial records preferred.
• Non‑profit, fundraising, or development is a plus.

Required Skills, Knowledge and Abilities:

• Familiarity with Excel, Word and the Google equivalents is preferred.
• Salesforce experience is a plus but not required.
• Excellent multitasking and organizational skills with superior attention to detail.
• Ability to maintain confidentiality, diplomacy, and professionalism.
• Self‑starter with the ability to work independently and collaboratively, meet deadlines, exercise good judgment, and take initiative within established procedures.
• Willingness to work with the supervisor to identify possible areas for improvement in processes.
• Ability to work in a fast‑paced environment.
• Comfortable doing outreach and spending time on the phone.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Hours: This is a part‑time, non‑exempt position expected to work 15‑20 hours per week (flexible), between Monday - Friday during normal business hours.
• Location: Hybrid (Newton, MA). This role routinely requires 2 days per week onsite at the NBTS Newton office. Only candidates local to the greater Boston area will be considered.
• Offsite/remote work will be performed in a home office environment. Remote work must be performed in the state of Massachusetts.
• Valid driver's license and access to a vehicle required.
• This role is largely sedentary and requires sitting or standing in a stationary position for extended periods of time. This role frequently involves communicating on the phone and operating a computer for at least 70% of the work day.

Total Rewards:

Compensation:

• The compensation for this role is $25 per hour.
• Competitive PTO policy with 11 paid holidays. Up to 10 accrued vacation days, 5 accrued sick days, 1 personal day, and 1 floating holiday per year for employees working 20 hours per week. Competitive parental, family and medical leave policy.
• Traditional and Roth 401(k) plans with 3% employer match available to long‑term part‑time employees (4‑year vesting schedule applies)
• Employee assistance program
• Financial wellness and financial planning assistance program
• Employer‑paid membership in MassBio, a leading life sciences professional organization

NBTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, religion, color, national origin, actual or perceived sex, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information or other applicable legally protected characteristics.