Philanthropy Associate

Status: Non-Exempt (or Exempt, based on organizational classification)

Position Summary

The Philanthropy Associate provides operational and administrative support for the philanthropy department, ensuring a seamless donor experience from gift entry through stewardship. This position serves as the department’s CRM administrator and operational hub, maintaining data integrity, coordinating acknowledgments, supporting fundraising initiatives, and helping the philanthropy team operate efficiently.

Working collaboratively with the Chief of Philanthropy, Director of Corporate Partnerships, Director of Philanthropy, Grants Specialist, and the Manager of Fundraising & Events, the Philanthropy Associate helps ensure every donor interaction is documented, every gift is processed accurately, and every stewardship commitment is fulfilled.

This role is ideal for a highly organized, detail-oriented professional who enjoys systems, problem-solving, and supporting a mission-driven fundraising team.

Primary Responsibilities

CRM Administration & Data Management

• Serve as the primary administrator for Bloomerang.
• Maintain accurate donor, prospect, and organization records.
• Ensure data integrity through ongoing audits and quality control.
• Create and maintain custom fields, reports, and dashboards.
• Support pipeline management and forecasting through accurate CRM data.
• Manage constituent imports, exports, and list segmentation.

Gift Processing & Acknowledgments

• Process gifts accurately and in a timely manner.
• Generate tax receipts and acknowledgment letters.
• Coordinate personalized stewardship mailings in alignment with the Philanthropy Team stewardship plan.
• Ensure donor recognition preferences are documented and honored.
• Reconcile gift records with finance as needed.
• Maintain documentation related to donor restrictions and designations.

Prospect Research

• Conduct prospect research and wealth screening.
• Prepare donor and meeting briefing materials.
• Identify new corporate, foundation, and individual prospects.

Reporting & Analytics

• Prepare weekly, monthly, quarterly, and annual fundraising reports for the Chief of Philanthropy.
• Maintain department dashboards and KPI reporting.
• Support revenue forecasting and pipeline reporting.
• Track fundraising campaign and event performance.
• Monitor donor retention, acquisition, and upgrade metrics.

Administrative Support

• Coordinate calendars and donor meetings.
• Prepare meeting materials and presentations.
• Assist with travel arrangements and scheduling, as needed.
• Maintain departmental procedures and resource materials.

Campaign & Event Support

• Support execution of annual giving campaigns, as needed.
• Assist with event logistics.
• Track campaign and event metrics.

Stewardship Support

• Assist the team in preparing stewardship reports and impact materials.
• Assist with donor appreciation events.
• Ensure stewardship activities are documented in Bloomerang.
• Support the Director of Corporate Partnerships with prospect research, meeting preparation, CRM management, and stewardship tracking.
• Support the Director of Philanthropy with portfolio management, donor briefings, stewardship coordination, and reporting.
• Support the Fundraising & Events Manager with campaign execution, reporting, event logistics, and donor communications.
• Support the Chief of Philanthropy with reporting, board materials, dashboards, forecasting, and strategic initiatives.
• Coordinate with the contract Grant Writer to provide organizational information, documentation, and reporting support as needed.

Qualifications

Required

• Bachelor’s degree or equivalent experience.
• Two or more years of nonprofit, administrative, or CRM experience.
• Experience working with donor databases or CRM systems, Experience with Bloomerang preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to manage multiple priorities while maintaining accuracy.

Preferred

• Experience with fundraising operations and gift processing.
• Knowledge of nonprofit fundraising best practices.
• Experience with prospect research tools.
• Familiarity with reporting…