Development Operations Manager

Paisboa; Philadelphia (Philadelphia County); On-site; USD 65,000 - 75,000; Full time

Job summary

The Philadelphia School seeks a collaborative, detail‑oriented Development Operations Manager to build the operational systems that support meaningful philanthropy, community engagement, and long‑term institutional success.

Working with the Director of Advancement, Finance, and Admissions, you will manage Veracross administration, data integrity, reporting, donor acknowledgments, and campaign setup to enable informed fundraising decisions and a strong donor experience.

Qualifications

• 3–5 years of advancement experience, ideally in a school or nonprofit setting
• Experience administering Veracross or another CRM system
• Strong attention to detail in data entry, record-keeping and reporting
• Ability to draft personalized messages and steward relationships
• Ability to manage multiple tasks and deadlines (events, campaigns, mailings)
• Professional, collaborative team player with strong organizational skills
• Respect for confidentiality and ability to collaborate across offices and partners

Responsibilities

• Serve as primary administrator for Veracross, the development system of record
• Establish data standards, policies, and best practices
• Manage campaigns, appeals, funds, events, and constituent records
• Perform data imports, audits, and ongoing maintenance
• Train staff in Veracross usage
• Process gifts, pledges, and stock gifts; ensure tax receipts
• Lead monthly reconciliation with Finance; assist with year-end reporting
• Develop dashboards, reports, and segmentation for fundraising strategy
• Coordinate donor acknowledgments and stewardship communications
• Assist with donor research, wealth screening, and event logistics
• Improve Advancement processes and workflows; support cross-office collaboration
• Provide back-up coverage for front desk as needed

Skills

Veracross admin

CRM data integrity

Reporting & analytics

Donor relations

Project management

Communication

Job description

Salary: $65,000.00 - $75,000.00 Annually

Application Deadline: Sep 30, 2026

The Philadelphia School is seeking a collaborative, detail-oriented professional to serve as its Development Operations Manager. This is an exciting opportunity to play a central role in advancing the mission of a vibrant, progressive independent school by building the operational systems and processes that support meaningful philanthropy, community engagement, and long-term institutional success. Working closely with the Director of Advancement and colleagues across the school, this position offers the opportunity to make a visible impact while helping to strengthen a culture of generosity and belonging.

The Development Operations Manager partners closely with the Advancement, Finance, and Admissions offices to develop efficient processes, maintain data integrity, and provide meaningful analysis that supports fundraising strategy and decision-making. This role also manages gift acknowledgments, donor records, campaign and event set-up, reporting, and database management, while supporting the successful execution of fundraising and stewardship initiatives.

Core Job Duties & Responsibilities (in priority order)

Duty / Responsibility

Development Operations & Database Management

• Serve as the primary administrator and subject matter expert for Veracross, our system of record for development activities.
• Establish and maintain data standards, policies, and best practices.
• Manage campaigns, appeals, funds, events, online forms, and constituent records.
• Perform data imports, audits, and ongoing database maintenance.
• Train and support staff in the effective use of Veracross.
• Process all charitable gifts, pledges, matching gifts, and stock gifts.
• Ensure timely gift acknowledgments and tax receipts.
• Lead monthly reconciliation with the Finance office.
• Prepare documentation for audits and fiscal year-end reporting.

Reporting & Analytics

• Develop dashboards, reports, and data analyses that inform fundraising strategy.
• Create prospect lists, segmentation reports, and campaign performance reports.
• Prepare annual donor recognition lists and impact reports.

Stewardship & Constituent Engagement

• Coordinate donor acknowledgment workflows.
• Support stewardship communications and personalized donor materials.
• Assist with donor research and wealth screening.
• Manage event registration systems and attendee tracking.
• Prepare reports, seating charts, name badges, and gift processing.
• Support logistics before, during, and after Advancement events.
• Evaluate and improve Advancement Office processes, workflows, and systems to increase efficiency, enhance the donor experience, and support organizational goals.
• Partner with Finance, Admissions, Communications offices to ensure accurate constituent data and coordinated workflows.
• Recommend process improvements that increase efficiency and enhance the donor experience.
• Participate in school-wide initiatives and perform other duties as assigned–including providing back-up coverage for the front desk.

Qualifications (List the required and preferred education and related work experience necessary to perform the job)

Required

Preferred

• 3-5 years of advancement experience, ideally in a school or non-profit setting
• Experience administering Veracross or another constituent relationship management (CRM) system
• Strong attention to detail and accuracy in data entry, record-keeping, and generating reports.
• Ability to draft personalized messages and steward relationships
• Ability to manage multiple tasks and timelines, especially around events, fundraising campaigns, and mailings.
• Professional attitude; team player; able to collaborate to set and meet team goals and deadlines.
• Detail-oriented, highly organized; able to set and meet goals and deadlines and to produce accurate work
• Ability to exercise considerable judgment and discretion in establishing and maintaining confidentiality and good working relationships.
• Ability to collaborate with colleagues throughout the school and external partners.
• Ability to attend occasional evening and weekend events and work overtime, as required.
• Demonstrate a commitment to equity, inclusion, and cultural competency in all aspects of the role.