Development Support Specialist

Council of Foundations; Town of Florida (NY); Hybrid; USD 38,000 - 46,000; Full time

Job summary

The Council of Foundations in New York, NY seeks a Development Support Specialist to manage CRM data and support donor development, grantmaking, and fund management. You will ensure data integrity, coordinate workflows, and produce reports for leadership.

This hybrid role requires strong analytical skills, attention to detail, and the ability to collaborate across teams. You will handle prospect research, documentation, and SOPs to strengthen development operations.

Qualifications

• Bachelor's degree or three years of relevant nonprofit operations experience preferred.
• Experience with a CRM or donor database, data management, and reporting is strongly preferred.
• Strong organizational, project management, and attention to detail skills.
• Ability to document and manage multi-step processes with multiple stakeholders.
• Strong analytical skills for reports, data interpretation, and clear findings.

Responsibilities

• Manage CRM data, standards, and records as primary administrator.
• Coordinate grant, fund, and donor processes from intake to closeout.
• Support prospect research and prepare donor profiles and portfolios.
• Produce recurring and ad hoc CRM reports and dashboards for leadership.
• Develop SOPs and process maps to improve data quality and workflows.

Skills

CRM data management

Data analysis

Project management

Attention to detail

Communication

Education

Bachelor's degree or equivalent experience

Tools

CRM software

Excel

Reporting tools

Job description

Position Summary

The Development Support Specialist provides operational and data support for donor development, grantmaking, and fund management. The position serves as a primary steward of the CRM and related records; coordinates documentation and execution of donor, grant, and fund processes; conducts prospect research; and produces accurate reports and analysis for goal tracking and executive review. CF/UWVFC professionals should exhibit the core competencies of being mission-focused, relationship-oriented, collaborative, resultsdriven, and strong stewards of the organization’s brand and information.

Duties and Responsibilities

• CRM and Database Management & Data Integrity
• Serve as a primary administrator and data steward for the CRM (C-Suite), ensuring donor, prospect, fund, grant, interaction, and activity records are accurate, complete, consistent, and timely.
• Establish and maintain CRM data-entry standards, naming conventions, required fields, coding, segmentation, and record-management practices.
• Conduct routine data audits, identify and resolve duplicate or incomplete records, and coordinate corrections with appropriate staff.
• Manage CRM lists, queries, imports, exports, recurring workflows, and documentation; coordinate system troubleshooting and process improvements as needed.
• Maintain confidential donor and organizational information in accordance with internal policies and appropriate access controls.
• Supports other database tools including GiveSmart, Constant Contact and Crescendo.

Grant & Fund Process Execution

• Coordinate the grant process from intake through closeout, including receiving grant recommendations from donors, due-diligence documentation, payment requests, follow-up requirements, and donor communication.
• Maintain grant calendars, workflow checklists, templates, status reports, deadlines, and supporting documentation to ensure accurate and timely execution.
• Prepare and maintain grant agreements, correspondence, reports, and audit-ready electronic files.
• Maintain fund records, including agreements, restrictions, donor and nonprofit contacts, distribution schedules, grant histories, amendments, and related documentation.
• Coordinate with Finance, Community Investments, and Development staff to reconcile donor, gift, fund, and grant information across systems and processes.

Development Operations & Prospect Research

• Support the Development team with prospect research, including philanthropic interests, organizational affiliations, relationship connections, and publicly available indicators of giving capacity.
• Prepare concise prospect profiles, meeting briefings, portfolio lists, and follow-up materials, and document actionable research in the CRM.
• Maintain accurate records of donor and prospect contacts, activities, next steps, assignments, and stewardship actions; support staff follow-through on established plans.
• Compile information and documentation needed for donor proposals, fund agreements, stewardship activities, and other development initiatives.
• Provide operational support for development and stewardship activities, including donor lists, acknowledgments, meeting preparation, and post-meeting documentation.

Reporting, Documentation & Process Improvement

• Produce recurring and ad hoc CRM reports, dashboards, and analyses related to development goals, donor engagement, prospect pipelines, gifts, funds, grants, and workflow performance.
• Analyze data to identify trends, gaps, opportunities, and follow-up needs, and present clear findings for executive and Development team review.
• Prepare accurate reports and supporting materials for leadership, Board, committee, and staff meetings, validating data before distribution.
• Create and maintain standard operating procedures, process maps, templates, calendars, and reference materials for donor, grant, CRM, and fund-management activities.
• Recommend and implement practical workflow improvements that strengthen data quality, accountability, cross-departmental coordination, and timely completion of work.

Qualifications

• Bachelor’s degree in a related field or three years of relevant experience in nonprofit operations, development services, database administration, grants management, fund administration, or a related field preferred.
• Experience using a CRM or donor database; experience with data management, reporting, and record-quality practices strongly preferred.
• Strong organizational, project management, and follow-through skills, with exceptional attention to detail and deadlines.
• Ability to document, manage, and consistently execute multi-step processes involving multiple stakeholders.
• Strong analytical skills, including the ability to create reports, interpret data, identify trends, and communicate findings clearly.
• Proficiency with Microsoft Office programs, particularly Excel, and the ability to learn and effectively use database and reporting platforms.
• Strong written and oral communication skills, including the ability to prepare clear correspondence, procedures, summaries, and executive-ready reports.
• Collaborative approach and the ability to work effectively across departments to achieve organizational goals.
• High degree of professional integrity and discretion in handling confidential donor, financial and organizational information.
• Ability to prioritize competing responsibilities and work independently with minimal supervision.
• Possess a valid driver’s license and have use of an insured motor vehicle.

Working Conditions & Physical Requirements

This is a hybrid working environment, and remote work arrangements will be negotiated. Employees may be required to assist with or attend occasional offsite events scheduled for evenings and/or weekends. These events may require several hours on your feet and assisting with lifting and carrying up to 50 pounds.

Direct Reports: N/A

Starting Salary- $42,000 Annually

Community Foundation and United Way of Volusia-Flagler Counties is an Equal Opportunity Employer.

It is the organization’s policy to abide by all laws pertaining to fair employment practices and to not discriminate against any employee or applicant for employment because of age, race, color, religion, gender identification, sexual orientation, national origin, handicap or disability, or marital or veteran status.

Date last reviewed/revised: August 12, 2026