Director, Philanthropy Operations

4 weeks ago

Irvine, United States United Way Full time

**Purpose of Position**

The Director of Philanthropy Operations will facilitate and support the philanthropy and campaign fundraising goals through strategic revenue strategy and services, database administration and data integrity, prospect/portfolio management, prospect research, and donor acknowledgement. The director will provide high-level administrative support to the team to help manage optimal donor visits, volunteer leadership meetings, stewardship activities, and help manage the organization-wide management of individual donors.

The director will ensure that philanthropy functions are following best practices and implementing creative approaches in the areas of revenue strategy, analytics, database optimization, moves management, pipeline development, reporting, and donor research. The director will be central to meeting campaign objectives by focusing on improving and enhancing the annual giving function, enabling the gift officers with optimal tools, providing detailed reports, and operating the team within the approved budget. Where needed, the director will also oversee the work of consultants/vendors contracted to help carry out philanthropy operations.

**Essential Job Functions**
- Drive the creation of custom donor and donation analytics, reports, and dashboards to aid with strategic revenue generation aligned with the organizational strategic plan. Maintain a user-friendly, standardized reporting system.
- Track and disseminate fundraising, donor and prospect-related information to the philanthropy team on a regular basis, and to leadership as needed.
- Ensure departmental processes are documented and followed.
- Create and enforce donor file protocol and safekeeping of other donor-related intellectual property for the organization.
- Identify new potential donors for various giving categories and ensure they are assigned to portfolios and/or and receive appropriate mailings accordingly.
- Work with staff to develop research profiles for donor prospects.
- Systematically and regularly review and assess donor pipelines.
- Support and track the conversion and upgrading of donors throughout the pipeline
- Provide tracking tools for front line officers to understand their progress against goals to ensure portfolio optimization.
- Ensure the overall integrity and quality of the donor database, including regular data improvement and hygiene, enforcement of database business processes and management of code values, business rules and other set-up functions of the database.
- Ensure database performance, troubleshoot, track and reports problems.
- Recommend upgrades in hardware and software to stay on the cutting edge of strategic philanthropy database management.
- Secure database by developing and monitoring implementation of database policies, procedures, and controls.
- Oversee accurate gift processing, receipts, pledge reminders, and acknowledgements. Ensure that all gifts, acknowledgements, and receipts are recorded and mailed within 48 hours of receipt. Update/maintain tracking documents and database.
- Manage the operations of a successful annual direct response campaign and carry goals for response rate and dollars raised.
- Provide administrative support to the philanthropy team.
- Work with Chief Philanthropy Officer, consultants, and the marketing/ communications team to create and disseminate stewardship materials, newsletters and other materials for the various constituencies.
- Assist in writing and packaging proposals for gifts from major donor constituents.
- Communicate effectively with philanthropy and development staff and all solicitors to coordinate prospect information, meetings, solicitations, and follow-up.
- Function as the onsite logistics coordinator for philanthropy events such as donor salons in private homes. This will require some localtravel and time outside of normal businesshours.
- Ensure deadlines are met and materials and services are provided to front line fundraisers.
- Oversee the provision of basic and comprehensive research profiles on individuals and foundations for internal customers.
- Develop prospect biographies for the leadership team and the philanthropy staff for cultivation and/or solicitation.
- Ensure prospect research related materials and contact reports are entered into the database including, but not limited to profiles, biographies, internal and external information.
- Develop and maintain internal guidelines for all prospect research activities.
- Ensure the confidentiality and integrity of all prospect research related materials.
- In consultation with the Chief Philanthropy Officer, leadership team, and consultants, lead the creation, coordination, and facilitation of specific development activities, meetings, training, cultivation activities, solicitations, and donor events.
- Create and track multi-year departmental budget, goals and actual income.
- Serve as key partner to Finance department and ensure smooth and accurate reconcil

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