The Senior Director of Philanthropy Operations works closely with the Chief Development Officer, the development staff, the finance department, internal and external auditors, and affiliates to ensure accurate gift recording and distribution. This is accomplished through setting appropriate standards, establishing accountability mechanisms, and ensuring accurate reporting and forecasting.

This position provides leadership for the Foundation’s annual giving and direct mail fundraising programs, as well as oversees the daily internal operations and manages all donations processing, receipting, acknowledging, and pledge management activity. She/he manages daily workflow, monthly financial reconciliation, data integrity of donation information, and data input, while adhering to departmental policies and procedures.

The Senior Director is expected to oversee the system analysis of a donor database, which includes gift policy administration, gift and data acceptance and entry, and user training. The Senior Director is expected to have a thorough understanding of gift handling in a large organization, and accepted IRS and American Fundraising Professionals standards and procedures.

Essential Duties and Responsibilities

Project Management:

  • Opportunity to build a compressive and systematic approach to a growing national charity, while creating processes and procedures throughout the organization.
  • Develops and implements best practices related to capturing biographical information during gift entry process. Proactively identifies opportunities within the development team to consolidate work, centralize, automate, analyze and to increase accuracy.
  • Establishes and documents departmental policies and procedures and describe donation processes, procedures, systems and tax rules and regulations.
  • Works with Finance office to ensure that all IRS guidelines pertaining to the processing and receipting of donations are met. Serves as departmental expert on IRS guidelines and American Fundraising Professionals reporting standards.
  • Implements training programs and administrative systems for gift processing and management for development staff. Works closely with development staff to provide solutions and implement new processes and procedures for special events, annual giving, prospect management, planned giving, online gift processing.
  • Serves as part of the development team to develop annual and long-term strategies and goals to support the organizations fundraising efforts.
  • Supports the Chief Development Officer by creating reports and building metrics in order to make well-informed, evidence based decision-making and goal setting decisions.
  • Oversees the facilitation of pledge fulfillments, by orchestrating the process for staff to review open pledges and produce pledge reminders for donors.
  • Assists with developing analytic and reporting tools necessary to maintain an informative prospect pipeline that relates directly to the goals and targets.
  • Oversees the ongoing communication to the Foundation’s constituencies for acknowledgement of gifts.


  • Bachelor’s degree preferred, in information systems, or equivalent combination of education and experience.
  • 7 + years experience in Development. Knowledge in areas of financial controls, gift acceptance, accounting, and information systems.
  • Prior donor relationship management database system experience.
  • Experience with data entry, preferably in an accounting or fund-raising environment.
  • Familiarity with gift processing and/or fund-raising principles required.
  • Strong leadership capabilities; excellent judgment and decision-making abilities, ability to interpret and evaluate policy and procedural requirements and produce and analyze data; effective written and oral communication skills, organizational and interpersonal skills. Excellent presentation skills.
  • Must be able to work under the pressure of time and frequent requests from multiple sources each having their own timelines and constraints and with all levels of academic and administrative staff.

Additional Requirements:

  • Good written and oral communication skills.
  • Intermediate knowledge of MS Word, Excel, Access.
  • Ability to manage multiple priorities and time effectively.
  • Knowledge of Salesforce or Stratus Live (Microsoft Dynamics) is preferred.
  • Ability to maintain confidentiality of donor information.
  • Excellent interpersonal skills, including the ability to relate well to individuals from diverse back grounds. Must maintain and exhibit the highest standards of ethical conduct.