Advancement Operations & Communications Coordinator

Primary Function

• Detailed Responsibilities: The Advancement Operations and Communications Coordinator is a key operational, data, and communications partner for the Advancement team.
• Support fundraising infrastructure, donor engagement, gift processing, Salesforce administration, campaign execution, stewardship, impact communications, and internal reporting.
• Manage donor and prospect lists, segmentation, data hygiene, imports/exports, record updates, duplicate resolution, and routine quality-control checks.
• Build and maintain audience segmentation lists to support fundraising appeals, newsletters, stewardship outreach, event invitations, and targeted donor communications.
• Produce recurring fundraising, donor, pipeline, campaign, and prospect reports for Advancement leadership, the CEO, board committees, and other internal stakeholders as needed.
• Develop, maintain, and refine dashboards and performance metrics to track donor engagement, fundraising progress, campaign outcomes, stewardship activity, and moves management.
• Document CRM procedures, naming conventions, data-entry expectations, and reporting workflows to support consistency and continuity across Advancement operations.
• Cook with internal team members, third-party vendors, and contracted services to support effective use of Salesforce/NPSP and related Advancement systems.
• Identify opportunities to improve Advancement systems, reduce manual work, strengthen data accuracy, and create more efficient workflows.
• Gather stories, data, outcomes, photos, quotes, and supporting materials needed for grant reporting, donor updates, annual/impact reports, and cultivation materials.

Essential Responsibilities

• Advancement Operations, CRM, and Data Management: Serve as a primary user and data integrity lead for Advancement’s CRM, Salesforce, ensuring donor, prospect, campaign, gift, and activity records are timely, accurate, and consistently maintained.
• Manage donor and prospect lists, segmentation, data hygiene, imports/exports, record updates, duplicate resolution, and routine quality-control checks.
• Build and maintain audience segmentation lists to support fundraising appeals, newsletters, stewardship outreach, event invitations, and targeted donor communications.
• Produce recurring fundraising, donor, pipeline, campaign, and prospect reports for Advancement leadership, the CEO, board committees, and other internal stakeholders as needed.
• Develop, maintain, and refine dashboards and performance metrics to track donor engagement, fundraising progress, campaign outcomes, stewardship activity, and moves management.
• Document CRM procedures, naming conventions, data-entry expectations, and reporting workflows to support consistency and continuity across Advancement operations.
• Cook with internal team members, third-party vendors, and contracted services to support effective use of Salesforce/NPSP and related Advancement systems.
• Identify opportunities to improve Advancement systems, reduce manual work, strengthen data accuracy, and create more efficient workflows.
• Gift Processing, Donor Acknowledgment, and Stewardship: Manage gift processing workflows, including recording gifts, reconciling gift information, tracking restrictions or designations, and coordinating with Finance or other internal partners as needed.
• Prepare, review, and send accurate donor acknowledgment letters, receipts, pledge reminders, and stewardship communications in a timely and professional manner.
• Support donor stewardship plans by tracking touchpoints, follow-up activities, relationship notes, deadlines, and next steps in Salesforce/NPSP.
• Accurately maintain donor files, solicitation records, supporting materials, gift documentation, and related Advancement records in accordance with organizational procedures.
• Support individualized donor strategies by preparing background information, tracking outreach, coordinating follow-up, and helping leadership and board members stay organized around donor engagement.
• Handle confidential donor, financial, and organizational information with discretion and sound judgment.

Communications, Marketing, and Content

• Support the development of mission-centered content that communicates MAVEN Project’s impact, including volunteer physician stories, clinic and provider experiences, donor impact, program outcomes, and patient-centered narratives when appropriate.
• Manage or coordinate website content updates related to Advancement, fundraising, donor engagement, events, impact reporting, and other organizational communications.
• Support social media content planning and execution to promote brand consistency, donor engagement, organizational visibility, and campaign priorities.
• Assist with email production, list segmentation, testing, scheduling, deployment, and post-campaign performance tracking through Mailchimp, Constant Contact, or a comparable email platform.
• Gather stories, data, outcomes, photos, quotes, and supporting materials needed for grant reporting, donor updates, annual/impact reports, and cultivation materials.
• Maintain consistent tone, messaging, formatting, branding, and quality standards across Advancement communications.
• Manage branded merchandise inventory, ordering, coordination, and distribution as needed.

Fundraising Campaigns, Events, and Donor Engagement

• Support planning, logistics, execution, and follow-up for donor-focused events, cultivation opportunities, webinars, small gatherings, board-related Advancement activities, and other engagement initiatives.
• Track event invitations, RSVPs, attendance, donor/prospect participation, follow-up actions, and post-event stewardship activities.
• Cook with campaign timelines, communication calendars, production schedules, mailing lists, task assignments, and deliverables to support fundraising appeals and donor engagement efforts.
• Aid in preparing campaign materials, donor briefings, talking points, solicitation packets, presentations, and supporting documentation for leadership and board members.
• Monitor campaign and event outcomes, identify open follow-up items, and provide timely updates to the Director of Strategic Marketing & Advancement.

Project Management and Administrative Support

• Provide project coordination and administrative support to the Director of Strategic Marketing & Advancement and Advancement team priorities.
• Maintain calendars, project trackers, templates, shared files, task lists, reporting inputs, meeting materials, and follow-up logs to keep Advancement work organized and moving forward.
• Cook with meetings, prepare agendas and materials, capture action items, track deadlines, and follow up with internal and external stakeholders as needed.
• Maintain assigned project timelines, deliverables, dependencies, risks, and resource needs; escalate issues or delays appropriately.
• Support budget tracking, vendor coordination, invoice routing, expense tracking, and other operational needs related to Advancement projects and events.
• Work collaboratively with leaders and colleagues across the organization on special projects, cross-functional communications, reporting needs, and other duties as assigned.