Philanthropic Services Manager (Donor Services)

Central New York Community Foundation, Inc.; City of Syracuse (NY); Hybrid; USD 55,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Paid vacation

Sick leave

12 paid holidays

Retirement plan with employer match

Parking

Flexible spending accounts

Job summary

Central New York Community Foundation, Inc. seeks a Philanthropic Services Manager to oversee gift entry, data management, and donor communications, ensuring accurate CRM records and a positive donor experience.

The role supports fund development and data management as part of the philanthropic services team. Responsibilities include processing gifts, generating acknowledgments, producing reports, and assisting across departments to grow philanthropic investment.

Qualifications

• Minimum of three years in data management, nonprofit development and/or donor relations.
• Proficient with Microsoft Office and database systems.
• Familiarity with Foundant or similar constituent management software is a plus.
• Excellent attention to detail with ability to organize and prioritize multiple projects.
• Strong interpersonal and service-oriented skills with diverse constituent groups.
• Commitment to diversity, equity and inclusion in all work.

Responsibilities

• Gift entry and acknowledgment; record contributions and pledges in the CRM and generate donor letters.
• Manage donor records, update donor preferences, and ensure data confidentiality.
• Analyze data and prepare reports for internal and external audiences.
• Respond to donor requests, provide information, and connect to resources as needed.
• Collaborate with philanthropy team and other departments to advance strategies.

Skills

Data management

Donor relations

Customer service

Interpersonal skills

Attention to detail

Project management

Communication

Team collaboration

Diversity & inclusion

Tools

Microsoft Office

CRM databases

Foundant

Fundraising software

Job description

TITLE: Philanthropic Services Manager

REPORTS TO: Senior Director of Philanthropic Services

STATUS: Regular, Full-time, Non-Exempt

POSITION DESCRIPTION:

This position manages processes related to contributions into the Community Foundation’s charitable funds, which includes entering and maintaining records in the constituent record management (CRM) database and collaborating with staff in other departments to ensure timely and accurate contribution acknowledgment. The manager ensures efficient operations, accurate documentation and a positive experience for donors through responsive, high-level customer service.

The Philanthropic Services Manager also supports fund administration and data management as a member of the philanthropic services team within the philanthropy department, managing workflows for new fund development and capturing prospect and donor information in the CRM database for current and future stewardship. This position requires both familiarity with database logic and reporting, and an ability to interact via phone and email with clients in a professional and responsive manner.

MAJOR RESPONSIBILITIES:

• Gift Entry and Acknowledgment and Data Management
  • Record contributions and pledges to Foundation funds in the CRM database and generate donor acknowledgment letters.
  • Identify and capture pertinent information during gift entry process, updating records within the database to preserve data integrity, reflect donor preferences and ensure the confidentiality of gift and associated donor records.
  • Manage communication preferences for constituents in order to produce accurate email and mailing lists for Foundation communications.
  • Research key constituencies (professional advisors, current and potential donors and board members, etc.) and capture pertinent information in CRM in support of relationship building efforts.
• Reporting and Operational Support
  • Analyze data and prepare reports for internal and external audiences, consistent with Foundation policies.
  • Manage data requests and cyclical updates as defined in the CRM task calendar.
  • Complete ongoing data maintenance and clean-up projects.
  • Assist with new fund development, documentation, and general departmental administration.
  • Collaborate across the philanthropy team and Foundation departments to advance strategies that grow philanthropic investment and community impact.
• Donor Relations
  • Respond in a timely manner to donor requests for information or assistance, connecting them to other resources as necessary.
  • Address general inquiries related to philanthropy department functions and support development work as needed.
• Other Duties. Other duties and projects as assigned to further the Foundation's mission and goals.

PREFERRED QUALIFICATIONS

• Deep interest in and commitment to philanthropy and the work of the Community Foundation, with a demonstrated commitment to the Central New York area, its people and their concerns.
• Commitment to be guided in all work by the vision of diversity, equity and inclusion that has been established by our staff and board.
• Minimum of three (3) years of work experience in data management, nonprofit development and/or donor relations required; could include a combination of charitable giving, client services, and/or project management.
• Computer proficiency including knowledge of Microsoft Office and database systems.
• Some experience with and a willingness to learn all appropriate Community Foundation software.
• Familiarity with Foundant or similar constituent management software experience a plus.
• Exceptional attention to detail with the ability to organize and prioritize work and manage multiple projects simultaneously.
• Strong interpersonal and service-oriented skills with diverse constituent groups, with a demonstrated attitude toward inclusiveness.

• Excellent conceptual and analytical skills.

• Superior customer service skills to external and internal constituents. Excellent listening skills, follow-through, and problem-solving abilities.
• An ongoing commitment to training in both soft skills and technical skills in the spirit of continual learning and improvement.

TIME REQUIREMENT

This is a full-time, non-exempt position requiring 37.5 hours per week. Work hours are 8:30 a.m. to 4:30 p.m. with some flexibility in a hybrid work schedule; availability to attend occasional evening events. Tuesdays through Thursdays are designated in‑office days. Staff that choose to work a hybrid work schedule may choose to do so on Mondays and/or Fridays, dependent on approval.

SALARY & BENEFITS

Salary range: $55,000 to $62,000. Employee benefits include health insurance, annual vacation and sick & safe leave, twelve paid holidays, term life insurance, additional disability insurance, parking, 401(k) retirement savings program with employer contribution and match, optional flex spending accounts for medical or dependent care expenses and other benefits as outlined in the employee handbook.

DISCLAIMER

This description should not be construed to contain every function or responsibility that may be required to be performed by an incumbent in this job classification. This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.