Advancement Operations Manager

Remote (United States)

Job Details

Employment Type: Full Time, Exempt

Reports To: Development Director

Compensation

• Starting annual salary for most geographic locations: $95,100 per year.
• Starting annual salary for candidates within 25 miles of Washington, D.C., Cotati, CA, or Los Angeles: $100,105 per year.
• Starting annual salary for candidates within 25 miles of New York City or San Francisco: $105,110 per year.
• Salary is determined using set geographic factors and is not negotiated outside the published starting rate.

About the Role

This opportunity is for an Advancement Operations Manager who will serve as the senior data and systems expert for a nonprofit development team. The role owns the infrastructure, processes, reporting, CRM systems, vendor relationships, and operational standards that support fundraising, donor engagement, data quality, and finance reconciliation.

This is a hands-on strategic management role for someone who can build systems, run analysis, supervise team operations, improve processes, and ensure day-to-day advancement operations continue without disruption. The role also serves as a key bridge between Development and Finance, supporting accurate reconciliation, timely reporting, and reliable cross-functional coordination.

What You’ll Do

Team Leadership and Operations

• Supervise one Associate-level team member, including day-to-day direction, coaching, quality oversight, career development, and performance management.
• Oversee functional areas including gift processing, data entry, and supporter communications.
• Establish best-practice standards that define operational excellence across team functions.
• Partner with Advancement leadership to establish and track KPIs, SMART goals, and performance benchmarks.
• Develop, maintain, and regularly update Standard Operating Procedures across data operations, systems operations, and donor services.
• Ensure consistency, accountability, and service quality across data, systems, and donor support functions.
• Serve as the primary escalation point for gift processing issues, data backlogs, and vendor concerns.
• Work with departments across the organization, including Finance and Programs, to understand data and reporting needs.
• Develop Advancement Operations solutions that support the full organization.
• Provide backup coverage for Associate functions, including customer service and gift processing, during absences or as needed.

Strategy and Planning

• Develop and execute a data quality roadmap that improves people, processes, technology, data accuracy, reliability, and operational effectiveness.
• Design data strategies that support audience engagement and fundraising revenue.
• Build list segmentation, qualified list generation, and customized acquisition, solicitation, and stewardship campaign data processes.
• Build data infrastructure to support mid-level donor segmentation, moves management, and prospect research.
• Identify and implement database automation and AI integration opportunities to improve efficiency and streamline workflows.
• Monitor industry trends and continuously improve data practices.
• Design and deliver data training for Advancement team members.
• Help staff use data for decision-making and revenue growth within their areas.
• Lead large-scale data projects under the direction of the Development Director as needed.

Data Management

• Lead regular database clean-up projects.
• Establish and enforce best practices for donor database health and data hygiene.
• Develop and maintain reporting infrastructure.
• Deliver complex CRM reports to Advancement and Finance stakeholders on both routine and ad hoc bases.
• Develop, test, and validate data deliverables, including reports, segmented lists, and data projects.
• Ensure data deliverables are accurate, timely, and aligned with organizational needs.
• Lead recurring revenue and donor performance reporting for Development leadership.
• Analyze data trends to identify philanthropic opportunities.
• Identify and resolve advanced donation and data issues before they escalate.
• Ensure team adherence to policies and procedures for data management.
• Maintain data quality, security, and compliance with CAN-SPAM, PCI, and internal policies for confidential donor and financial information.

Systems Management

• Manage the Advancement team’s use of the organization-wide CRM.
• Oversee CRM configuration, integrations with third-party fundraising tools, and accurate tracking of deliverables.
• Manage key Development team vendor partnerships, including CRM and caging vendors.
• Provide strategic vendor oversight to support performance, resolve issues, and align systems with long-term goals.
• Serve as the Advancement team lead for migration from ROI to Salesforce.
• Audit and clean existing database structures and records before migration.
• Support any required structural remediation needed for CRM migration readiness.
• Conduct post-migration testing to validate data accuracy, completeness, and system integrity.
• Design and deliver a CRM training plan for Advancement team members across all experience levels.

Finance and Reconciliation

• Maintain a strong partnership with the Finance team.
• Support consistent communication, mutual accountability, and agreed-upon turnaround times for requests and deliverables.
• Manage weekly batch summary submissions to Finance.
• Manage monthly processing closeout summaries and ensure they are accurate and delivered on time.
• Maintain and document the weekly reconciliation cadence between the donor database and Sage Intacct.
• Ensure Development and Finance teams have the information they need.
• Identify and resolve discrepancies promptly.

Qualifications

• Bachelor’s degree in a related field preferred.
• In place of a degree, at least 5 years of fundraising experience may be considered equivalent.
• Minimum of 5 years of nonprofit development operations or data management experience.
• Experience in a $20M+ revenue fundraising operation is preferred.
• Minimum of 3 years of direct supervisory or team management experience.
• Deep hands-on Salesforce CRM expertise across reporting, data management, and fundraising workflows.
• Direct experience leading at least one full CRM migration, including data mapping, data cleaning, and stakeholder coordination.
• Advanced proficiency in Microsoft Excel and data analysis tools.
• Ability to manage and interpret complex datasets.
• Comfort handling direct donor and supporter contact by phone and email.
• Experience managing external vendor relationships, including SOP, contract, and performance expectation enforcement.
• Strong written communication skills.
• Ability to translate data insights for non-technical stakeholders.
• Ability to think strategically, prioritize competing demands, and independently manage multiple concurrent projects.
• Exceptional attention to detail and consistent ability to meet deadlines.
• Working knowledge of IRS regulations governing charitable contributions, donor data, and gift processing.
• Understanding of and demonstrated commitment to a mission-driven nonprofit environment.
• Ability to travel occasionally for staff meetings and retreats, estimated at 1–2 trips per year.

Benefits

• Comprehensive health care, dental, life, and vision benefits with 100% employer-paid coverage.
• Flexible Spending Account and Dependent Care Account options.
• 192 hours of paid time off.
• 19 paid holidays.
• One-month paid sabbatical after 5 years of continuous employment.
• 16 weeks of paid parental leave.
• 401(k) plan with up to 5% employer contribution match after one year of employment.
• Alternative work schedules may be available at manager discretion.
• One-time remote work allowance of $750.
• Annual professional development reimbursement of up to $1,000.