Job Listing: Development Operations Coordinator

National Sporting Library Museum - Middleburg, VA

Closes - open until filled

Position Title - Development Operations Coordinator

Compensation - $45,000 - $50,000; commensurate with experience

Job Type - full-time

Apply - Please send a cover letter, resume, salary history, and references to info@nationalsporting.org.

Summary - The Development Operations Coordinator provides support to NSLM members, visitors, and prospective donors. This position will maintain the donor database through data entry for membership renewals and donations, as well as weekly mailings and email correspondence. This position assists with donor pipeline management through entering contact reports for Executive Director and coordinating the staff’s entries weekly. The Development Operations Coordinator conducts research on donors with the available tools, identifying prospects and creating profiles on donors for upcoming visits and meetings.

The position is also responsible for the coordination of administrative activities and functions, along with logistics support for the Executive Director, handling duties while also reporting back proactively to the Director of Development. The position attends committee meetings and provides reports of major activities and issues to the Director of Development and Executive Director. Engages with the Board of Directors on behalf of the Executive Director.

This will include gaining a thorough knowledge of the NSLM’s policies and procedures. The position will utilize strong administrative, organizational, and diplomatic skills as well as teamwork on tasks, projects, and initiatives that further the NSLM’s mission and goals. 

Job Responsibilities - 

Membership

• Process all gifts in Raiser’s Edge NXT, sending weekly gift report to the Director of Development and Bookkeeper
• Maintain donor database through data entry for membership renewals, donations
• Manage membership renewal process through weekly direct mailings and merged email correspondence
• Pull query for previous week’s contact reports and send to staff for corrections and additions, as well as assist with donor pipeline management through entering contact reports weekly for Executive Director
• Conduct research on current donors and donor prospects, and add research to donor database
• Update member email addresses in Constant Contact
• Monthly updates to member listing on NSLM website
• Proofread materials including Newsletter, donor listings, invitations, and brochures
• Mail tax acknowledgement letters under the oversight of the Director of Development
• Tracking outstanding invoices for sponsorship and pledges as directed by the Director of Development
• Collaborate with department to create all membership and giving reports for Board presentations, NSLM newsletters, annual report, and any other time under direction of the Director of Development and Executive Director
• Collect mail from Post Office daily 

Admin

• Provides support to the Executive Director and manages administrative duties. Helps establish and maintain a variety of office procedures and daily operations, including photocopying, filing, check requests, expense reports, parcels and correspondence, answering telephones, routing invoices, and reviewing mail to the Executive Director.
• Prepares and manages thank you correspondence in advance for Executive Director to complete after meetings and events with donors/prospects
• Coordinates Executive Director calendar, schedules appointments and meetings, prepares reports, provides logistical support for meetings and gatherings, and coordinates travel arrangements and reservations
• Coordinating food, beverage, and vendors for small prospect dinners and events at the offsite home of Executive Director, including picking up/sourcing items from necessary locations
• Work closely within the Development office to manage the Executive Director’s communication with Board, donors, and prospects. Acts as liaison between departments to facilitate communication; creates and compiles itineraries, agendas, monthly Board calls, mailings, and packets for the executive office, including those for Board and committee meetings.
• Takes Board minutes and manages timely distribution and approval of minutes
• Managing the assembly of the Board reports for three annual Board meetings
• Manages Director’s administrative expenses to include collecting receipts, coding expenses and submitting to bookkeeper, tracking all expenses and submitting for personal reimbursement as needed, reconciling monthly P&L and submitting quarterly expenses for Advancement reimbursement.
• Manages the schedule and logistics for visiting VIPs and guests of the Executive Director and the Development department, as well as making necessary reservations and arranging tours with appropriate staff.
• Handle communication to and from members of the Board regarding Board meeting details, sends correspondence for reminders of annual contributions, committee meetings, etc.
• Timely return of emails and phone calls
• Manage all office supplies and organization of the office Workroom (including ordering supplies, shredding of sensitive paperwork, etc.)
• Manage NSLM organizational Calendar for scheduling all weekend work, holidays, programs, events, etc. 

Events

• Coordinate food and beverages for exhibition openings and meetings of the Board
• Order ABC permits for ALL events (including Educational Program Receptions) 

New Assignments: As assigned by the Director of Development or Executive Director.

Qualifications

• 2 years experience required
• Highly detail oriented
• Must be team-oriented
• Excellent writing and verbal skills
• Able to comfortably engage with donors at all levels
• Serve as an on and off-site representative to educate the public about the NSLM and solicit support
• Technical skills:
  • Required: Microsoft Office Suite (including Word, Excel, and Outlook); email; calendaring; Google Docs; mail merges; mass email tools; CRM Database familiarity preferred