Foundation Operations Coordinator

United States Naval Institute; Annapolis (MD); On-site; USD 50,000 - 65,000; Full time

Job summary

The United States Naval Institute in Annapolis, MD is seeking a Foundation Operations Coordinator to provide administrative and operational support for the Foundation and its fundraising programs. This role supports gift processing, donor records, stewardship, Board activities, and day‑to‑day CRM operations.

The ideal candidate is highly organized, detail oriented, proficient with Microsoft Office, and skilled in business writing.

Qualifications

• Associate or Bachelor's degree preferred or three years of equivalent relevant professional experience.
• Experience with a CRM or donor database required - Salesforce experience is a plus.
• Experience with gift administration, development operations, or nonprofit fundraising preferred.
• Strong writing, proofreading, organizational, and interpersonal skills with exceptional attention to detail.
• Ability to manage multiple priorities, handle confidential information with discretion, and work independently and collaboratively.

Responsibilities

• Provide administrative and operational support to the Foundation team.
• Coordinate meetings, materials, files, deadlines, invoices, purchasing, and other administrative needs.
• Track projects, events, deadlines, and outstanding items to ensure timely completion.
• Support gift processing by providing accurate coding, documentation, and donor information needed for gift entry
• Review gift documentation for appropriate fund, campaign, appeal, restriction, and other applicable coding
• Maintain documentation for gifts, pledges, gift agreements, donor advised fund grants, qualified charitable distributions, securities gifts, and other contributions
• Help maintain accurate constituent and donor information in the Foundation CRM and support ongoing data integrity
• Prepare acknowledgment letters, stewardship correspondence, invitations, and other donor communications
• Coordinate mail merges, donor correspondence, and Foundation mailings
• Proofread materials and help ensure donor communications and follow up are accurate and timely
• Assist with Board of Trustee meetings, including agendas, meeting packets, presentations, logistics, attendance, and follow up
• Maintain Board records and assist with meeting minutes and action items

Skills

Strong writing

Attention to detail

Organizational skills

Interpersonal skills

Multitasking

Education

Associate degree

Bachelor's degree

Tools

Salesforce

Microsoft Office

CRM/database

Job description

Description

Founded in 1873, the non‑profit U.S. Naval Institute (co‑located with but not part of the U.S. Naval Academy in Annapolis, MD) is a non‑governmental, independent publisher for those who dare to read, think, speak, and write to advance the professional, literary, and scientific understanding of sea power and other issues critical to global security. The Naval Institute Foundation operates exclusively to raise funds for the charitable and educational purposes furthering the mission of the U. S. Naval Institute.

The Naval Institute Foundation is looking for a Foundation Operations Coordinator to provide administrative and operational support for the Naval Institute Foundation and its fundraising programs. This position supports gift administration, donor records and correspondence, stewardship, Board of Trustee activities, and the day‑to‑day operations of the Foundation. The ideal candidate is highly organized, detail oriented, comfortable working in a CRM environment, proficient with Microsoft Office and mail merge, and skilled in business writing.

Essential Duties and Responsibilities

Foundation Operations and Administration

• Provide administrative and operational support to the Foundation team.
• Coordinate meetings, materials, files, deadlines, invoices, purchasing, and other administrative needs.
• Track projects, events, deadlines, and outstanding items to ensure timely completion.

Gift Administration and CRM

• Support gift processing by providing accurate coding, documentation, and donor information needed for gift entry
• Review gift documentation for appropriate fund, campaign, appeal, restriction, and other applicable coding
• Maintain documentation for gifts, pledges, gift agreements, donor advised fund grants, qualified charitable distributions, securities gifts, and other contributions
• Help maintain accurate constituent and donor information in the Foundation CRM and support ongoing data integrity

Donor Correspondence and Stewardship

• Prepare acknowledgment letters, stewardship correspondence, invitations, and other donor communications
• Coordinate mail merges, donor correspondence, and Foundation mailings
• Proofread materials and help ensure donor communications and follow up are accurate and timely

Board of Trustee Support

• Assist with Board of Trustee meetings, including agendas, meeting packets, presentations, logistics, attendance, and follow up
• Maintain Board records and assist with meeting minutes and action items

Requirements

Qualifications

• Associate or Bachelor's degree preferred or three years of equivalent relevant professional experience
• Experience with a CRM or donor database required - Salesforce experience is a plus
• Experience with gift administration, development operations, or nonprofit fundraising preferred
• Strong proficiency with Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint
• Comfortable using ChatGPT, Claude, or other AI platforms
• Strong writing, proofreading, organizational, and interpersonal skills with exceptional attention to detail
• Ability to manage multiple priorities, handle confidential information with discretion, and work independently and collaboratively

The U.S. Naval Institute is an Equal Opportunity Employer/Veterans/Disabled