Fundraising Operations Coordinator

United Way of Greater Los Angeles; Rapid City (SD); Hybrid; USD 48,000 - 72,000; Full time

Job summary

United Way of Greater Los Angeles is seeking a Fundraising Operations Coordinator to support the Vice President and Development teams. You will manage calendars, coordinate travel, monitor expenses, and prepare materials for donor meetings with high-net-worth individuals and prospects.

You will also maintain donor data in CRM, assist with data projects, and support cross-team campaigns and events to drive revenue growth and organizational efficiency. Hybrid in-office requirements apply in DTLA.

Qualifications

• 1 year of relevant administrative experience required.
• Bachelor's degree or equivalent professional experience preferred.
• Hybrid work environment with in-office DTLA presence 2–3 days a week and flexible scheduling.

Responsibilities

• Act as gatekeeper and strategically plan VP time.
• Coordinate travel and accommodations for the VP.
• Oversee expense reconciliation and invoicing for VP.
• Prepare meeting materials and communications for donors and prospects.
• Maintain donor information in CRM and support data integrity across systems.
• Support cross-team campaigns and department planning initiatives.

Skills

Administrative support

Calendar management

Education

Bachelor's degree or equivalent

Tools

Microsoft CRM

PowerBI

Job description

In United Way's Fundraising Operations Coordinator role, you will contribute to the annual growth of revenue by successfully diving into all components of the department’s work and coordinating opportunities to maximize through lines and connection points for the best possible outcomes.

You will have the unique opportunity to serve as the department’s central nervous system by working closely with the VP and Directors across all teams to provide tactical support on key initiatives, projects, and day-to-day operations.

HOW YOU’LL CONTRIBUTE TO THE CAUSE

Executive Support

• Gatekeeper & Calendar: Act as an all-around gatekeeper and strategically plan, schedule, and organize the Vice President's time with respect to priorities, goals, and objectives
• Travel: Manage and plan travel for the Vice President, including all related arrangements and coordination of accommodations for out-of-town conferences
• Expenses: Oversee expense reconciliation, invoice payment, and other internal financial processes for Vice President
• Meeting Prep: Proactively provide day-to-day administrative support, preparation of documents/correspondence (writing/editing/customizing) for meetings with various individual high net worth donors and donor prospects
• Misc Admin: Miscellaneous administrative tasks including filing, answering general departmental calls and overall assisting the team; maintain department shared drive
• Donor Contacts: Update and maintain donor contact information and significant actions in Microsoft CRM on behalf of the VP
• Board of Directors Development Cabinet: Coordinate planning of Development Cabinet meetings including scheduling, facilitating agenda development, distributing materials, taking minutes, and tracking follow-up items

Department Operations

• Dept Admin: Directly support the VP, Development in managing department operational logistics, expense reports, preparing reports and presentations, research and information gathering, and training other support team members
• Dept Events: Manage production of special Development meetings (i.e., celebrations, recognition events, strategy meetings)
• Goals: Ensure that the department goals and KPIs are being tracked and regularly reassessed to ensure alignment with changes in department priorities
• Dept Ops: Build out department policies, procedures, and tools for tracking and ensuring completion of invoices, contracts, and purchases
• Dept Meeting Coord: Map out department meeting agenda topics for maximum efficiency including preparation and follow-up from each meetings
• Cross-Team Support: Act as a key utility player, providing short to medium-term support on special projects or campaigns across any of the department's teams
• Cross-Team Campaigns: Partner across all Development teams to develop, maintain, and internally promote centralized campaigns, events, and solicitations, identifying conflicts in advance and elevating potential opportunities for cross-departmental synergy
• Org-Wide Planning: Participate in cross-departmental and organizational planning and volunteer efforts as needed

Donor Data Integrity

• Build and maintain high-level technical expertise in order to pull revenue, activity and pipeline reports from PowerBI, CRM, third-party giving platforms, and other systems as necessary
• Coordinate year-round maintenance of donor information by ongoing data collection, analysis, and entry/updates into CRM, including personal data (home and email addresses) and gift related data
• Coordinate direct mail data by producing direct mail reports ensuring data integrity as it relates to returned mail and Do Not Mail list maintenance
• Support in Donor Data Project by assisting in org-wide CRM de-duplication process and account clean-up year-round

Donor Services

• Support the Donor Services processes and procedures required to execute departmental functions
• Respond to requests for materials and reports from donors, and conduct basic research on current and/or potential donors
• Provide customer service to donors and volunteers (mostly via phone and/or email) including resolving customer service issues related to designations, fees, timing of gifts, 'Thank You', acknowledgements, etc.
• Respond, resolve, or escalate incoming donation-related inquiries via the shared [e-mail] and [e-mail] mailboxes
• Support donor stewardship, designations, recognition, and events as needed

Prospect Research

• Research and identify prospects – individuals, corporations, and foundations – that align with United Way's mission, summarizing findings for senior staff review
• Research donors' biographical information, philanthropic interests, giving history, and connections to United Way to support portfolio management
• Assist in preparing donor profiles and briefing materials for the SP team ahead of meetings
• Enter and maintain accurate, real-time moves management and pipeline data in the CRM
• Develop working knowledge of the iWave donor research platform to support research tasks
• Other duties and responsibilities as assigned

WHAT 1 YEAR OF SUCCESS LOOKS LIKE

• Efficient management of the Vice President’s administrative needs to ensure the department is successful in raising $8M in annual revenue
• Complete phase one of Donor Data Project by de-duping records of major donor, mid-tier donors, and the top 100 workplace account contacts

SKILLS YOU’LL NEED TO SUCCEED (The Must-Haves)

Education & Experience:

• Minimum 1 year of relevant administrative experience is required
• Bachelor’s degree or equivalent professional experience preferred
• You enjoy a hybrid environment that includes both in-person and remote work styles and are able to work from our DTLA office on Tuesdays, Wednesdays, Thursdays, and additional days as needed.
• You understand the value of racial equity as an organizational operating principle and are committed to continued learning on issues related to race, equity, diversity, and inclusion.
• You are curious about emerging technology and artificial intelligence and always looking for practical ways to apply new tools to work smarter and drive greater impact.

HOW TO KNOW IF YOU’RE A FIT (The Nice-to-Haves)

• You know your way around an office - from fielding phone calls to redirecting visitors who can't seem to find the bathroom, we can count on you to hold down the fort.
• You know where things go, how to sort them and can identify opportunities to be more efficient.
• You can light a spark in the dimmest of rooms with your energy and enthusiasm for the work you do.
• You have good judgment and trust yourself to make the right call when decisions are tough
• You keep your priorities straight but also know when it's time to re-prioritize your work assignments based on business needs.
• You are proactive, self-motivated, and action-oriented when it comes to managing your workload.
• Your strong work ethic gets going when the going gets tough during late nights, early mornings or weekend assignments.
• You know how to talk the talk by communicating clearly, concisely, and persuasively to small and large groups alike.
• You are passionate about non-profit work and committed to understanding UWGLA's landscape as it relates to business, community and politics.
• You have a results-oriented mindset, utilizing planning and problem-solving skills to get the job done.
• You can adapt and pivot quickly without so much as feeling dizzy.
• You stay calm under pressur e and can meet tight deadlines when necessary.
• You work well with others - stakeholders and colleagues alike would agree that you are the quintessential “Team Player."
• You know your way around the Microsoft Windows operating systems and all it's essential programs including Outlook, Word, PowerPoint, and Teams.