Catholic Charities Community Services of New York Operations Coordinator in United States


  • Home

  • Jobs

  • Operations Coordinator

Operations Coordinator

Location: New York, NY

FLSA Status: Full Time, Exempt

Classification: Professional

Department: Institutional Advancement

Reports to: Chief Advancement Officer / Sr. Director of Leadership Gifts & Managing Director

Supervisory Responsibilities: Yes

Summary: The Operations Coordinator is a vital position in the Office of Institutional Advancement, and oversees the record-keeping for donor information, systems management, list management, gift processing, reporting, donor and gift analysis, and budget monitoring. He or she works closely with peers and leadership in the Office of Institutional Advancement, the Finance Department, and the Archdiocese, to gather information regularly and create swift, effective reports and data analysis, on all donor and prospect activities.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Work closely with the Official of Institutional Advancement’s senior leadership and the Finance

Department to prepare and monitor departmental expense and revenue budget.

  • Work with the Archdiocesan database management team to ensure accuracy of donor records in Raiser’s Edge and to manage back-end development systems.

  • Assist with strategic planning, monitoring, assessment, and reporting of development activities, functions, and campaigns.

  • Respond to interdepartmental requests on all fundraising systems.

  • Work with the Archdiocesan database management team to design and issue internal fundraising performance reports that can be run daily, weekly, monthly, quarterly, annually, or as needed, for all units (corporate, foundation, events, individual, major, planned giving, board give/get, etc.).

  • Propose and implement best practices in gift coding and processing, and keep the acknowledgements moving forward for all donors, prompting peers to stay on a timeline.

  • Oversee the day-to-day gift processing, data entry, and acknowledgements process.

  • Work with various departments to provide accurate donor listings for annual reports, special events, and other acknowledgement opportunities.

  • Coordinate and draft development progress reports with figures and narratives for Board and committee meetings, in conjunction with, and as requested by, the Office of Institutional Advancement’s senior leadership.

  • Oversee the tracking of event guests and other prospects in concert with other development officers in and the database management team.

  • Oversee timely payment of vendors, consultants, and other expenses.

  • Provide strategic guidance to departmental peers on how to use information/research most productively.

  • Supervise a data entry assistant.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 9:00 AM to 5 PM Monday - Friday. Additional night and weekend hours will be required to meet deadlines and attend events.

Working conditions and physical demands required: The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Remain in a stationary position at a work station and use a computer at least 65% of the time.

  • Ambulate and/or remain in a stationary position at seminars, events, fundraisers etc.

  • Travel for outreach, events and meetings at least 15% of the time using vehicle or public transportation, traverse city streets, ascend/descend stairs, and be exposed to outside weather conditions.

  • Move and transport documents, objects, and other event materials.

  • Engage with the public in social environments.

  • Work under demanding conditions such as deadlines and project challenges.

Qualifications Education and/or experience required:

  • Bachelor’s Degree.

  • Minimum four (4) years’ fundraising experience and/or training in the same.

  • Previous development/advancement experience within a large institutional environment is a plus.

Skills, Licenses, and/or competencies required:

  • Experience with Raiser’s Edge database technologies, including a minimum of three (3) years experience with creating queries, modeling reports, and running exports.

  • Fluency in MS Office.

  • Experience with online giving systems, dropbox giving systems, and gifts-in-kind.

  • Competence in preparing/reviewing expense and revenue budgets; accounting experience a plus.

  • Demonstrated ability to organize operational systems and workload for maximum efficiency.

  • Superior communication, interpersonal, management, organizational and time management skills.

  • Team-oriented thinker and development strategist able to effectively respond to both simple and complex gift scenarios confidently and with excellent donor relations.

  • Impeccable judgment, diplomacy, professionalism, strategic thinking.

  • Flexible and comfortable in a fast-paced, complex fundraising environment with a clear set of priorities.

  • Accuracy with information, and supervising staff on details.

  • Genuine interest in the Catholic Charities mission and ability to participate in agency/community events.