Title: Advancement Operations Coordinator

Reports to: Director of Advancement

Status: Part-Time (20 hours/week)

The Advancement Operations Coordinator supports CASA Kane County’s fundraising efforts through donor database management, prospect research, reporting, stewardship, and administrative support. This role maintains accurate donor records, processes acknowledgments and reporting, and provides research and analytics to support fundraising strategies and donor engagement. The Coordinator assists with annual giving, major gifts, grants, campaign activities, donor communications, and events while ensuring data integrity and compliance. Working closely with the overall Development Team, the position helps strengthen donor relationships and advance CASA Kane County’s mission.

Responsibilities

Serve as the primary administrator for DonorPerfect and related advancement platforms, overseeing data management, gift processing, reporting, analytics, system utilization, team support, and operational processes that support fundraising, marketing, outreach, events, grants, and campaign initiatives.

Donor Database (CRM) Management and Oversight

• Maintains accurate records in Donor Perfect database by entering gifts, updating records, flags, merging records and maintaining accuracy between all CASA systems.
• Manage donor acknowledgment processes, weekly thank-you letters, tax receipts, pledge reminders, and stewardship communications.
• Maintain stewardship calendar, donor key dates (birthdays, professional milestones), and coordinate activities such as cards, gifts, or recognition for important dates.
• Partner with Business Office Manager and Advancement team members to ensure accurate recording, tracking, reconciliation, reporting, compliance, and documentation of all gifts.
• Manage list generation, exports, donor segmentation, and reporting for fundraising, events, marketing, and campaign initiatives.

Prospect Research and Portfolio Management

• Conduct donor and prospect research, wealth screening analysis, and prospect identification using internal and external resources.
• Maintain prospect profiles, moves management tracking, and ensure Development Team leadership staff are prepared for upcoming donor meetings.
• Prepare donor briefings, prospect profiles, and research summaries for Development Team leadership staff, board, and Campaign Cabinet volunteers.

Advancement Analytics and Reporting

• Develop and maintain fundraising dashboards, campaign reports, donor analytics, prospect tracking, and board reports to support strategic decision-making.
• Monitor donor activity, retention, acquisition, and engagement trends; identify opportunities to strengthen fundraising results.
• Analyze fundraising metrics and benchmarks to support decision-making and continuous improvement.

General Advancement Support

• Prepare meeting agendas for assigned leadership staff review, attend meetings, record and distribute meeting minutes, and ensure all documentation is completed accurately and in a timely manner.
• Support the planning, execution, content, design, editing, and donor tracking of the spring and annual appeals.
• Assist with the monthly giving program, Giving Tuesday campaign, peer-to-peer fundraising, matching gifts, and additional annual fund campaigns.
• Support grant and prospect research, data collection, list generation, small application preparation, and reporting activities.
• Attend and assist with CASA-hosted and third-party events, providing support before, during, and after events through setup, logistics, participant support, and teardown activities.
• Provide administrative, operational, and donor stewardship support for the Center for Hope campaign, legacy giving program, and other major gift initiatives.
• Maintain organizational compliance and profile excellence with Candid/GuideStar (Platinum Seal of Transparency), Charity Navigator (4-star Charity), and third-party donor and workplace giving platforms in collaboration with the Business Office Manager.
• Draft donor communications, thank-you letters, campaign materials, and other correspondence while supporting key fundraising events, donor engagement activities, and campaign milestones.
• Coordinate the receipt, pickup, transport, organization, and storage of donated and event-related items, including meeting with donors and supporters as needed to ensure materials are properly inventoried and maintained for fundraising and organizational activities.
• Perform additional duties as assigned to support the Development Team and CASA Kane County's mission.

Performance Expectations and Success Metrics

The Advancement Operations Coordinator will be evaluated on the successful and accurate execution of advancement operations, data management, stewardship activities, reporting, and administrative support.

• Maintain 95% donor and gift record accuracy by conducting quarterly audits and ensuring consistency across multiple database lists.
• Process gifts, receipts, and acknowledgments within 5 business days.
• Keep DonorPerfect records clean with less than 5% duplicate/incomplete entries.
• Ensure timely meeting preparation and follow-up by distributing agendas at least two days in advance and completing accurate meeting minutes within five days of each meeting.
• Maintain a 24-hour response time for donor and stakeholder requests while contributing to annual donor retention growth at or beyond the current 45% rate.
• Generate quarterly reports on donor retention, acquisition, lapsed donors, event attendees, monthly donors, and moves management.
• Ensure 100% of new donor, prospect, and event attendee records are entered and coded accurately in DonorPerfect.
• Propose 2-4 process improvements each year that result in documented time savings, cost reductions, or operational efficiencies.
• Maintains Platinum and 4-Star nonprofit ratings through 100% timely profile updates and compliancereporting.

Qualifications

• 3-5 years of experience in fundraising operations, donor relations, nonprofit administration, database management, or related fields.
• Strong attention to detail, organization, and commitment to data accuracy and confidentiality.
• Excellent written, verbal, and interpersonal communication skills with the ability to represent the organization professionally.
• Proven ability to manage multiple projects, priorities, and deadlines in a fast-paced environment.
• Strong problem-solving, judgment, analytical, and decision-making skills.
• Self-motivated, goal-oriented, and able to work effectively with diverse teams and stakeholders.
• Proficient in Microsoft Office Suite, Adobe Acrobat, and CRM/database systems (DonorPerfect preferred).
• Demonstrated customer service orientation and commitment to servant leadership principles.
• Passion for CASA Kane County's mission and ability to maintain positive relationships with donors, volunteers, and community partners.
• Valid driver's license and reliable transportation required.

Education and Experience 

• Bachelor's degree in nonprofit management, business administration, communications, fundraising, information systems, or related field.
• Preferred: 3–5 years of experience in a nonprofit setting, with demonstrated involvement in fundraising and success working in a fast-paced, collaborative team environment.

Physical Demands 

While performing the duties of this job, the employee is frequently required to communicate effectively, listen attentively, and utilize vision. The employee is often required to sit, stand, walk, and reach with hands and arms.

Occasionally, the employee may be required to lift, push, or move objects weighing up to fifty (50) pounds.

Work Environment 

The noise level in the work environment is usually moderate. 

Availability 

Must be available for frequent evening and weekend functions. 

Benefits 

• Hybrid work schedule, 2-3 days in office, to be coordinated with Director of Advancement and Development Team
• PTO earned accrual basis
• All Government, Court and National Holidays Paid (half time), per 16 th judicial court system
• Performance Review Policy 
• Hourly rate range: $24-29/hour commensurate with experience

To Apply

CLICK HERE to submit your application.