Philanthropy Operations & Administrative Coordinator

Job Details

Job Location:

Meta House HQ - Milwaukee, WI 53208

Position Type:
Full Time

Travel Percentage:
Negligible

Job Shift: Day

Why Join Meta House?

At Meta House, your work has purpose. Every role whether clinical, administrative, or leadership contributes to helping women and families rebuild their lives and achieve lasting recovery. Here, you’re not just filling a position; you’re advancing a mission that changes futures. We foster a collaborative, values-driven culture where professionals are supported, challenged, and empowered to grow. If you’re looking for meaningful work, a team that cares deeply, and the opportunity to make a measurable impact in your community, Meta House is where your career and your purpose align.

The Philanthropy Operations & Administrative Coordinator serves as the operational backbone of the Philanthropy & Marketing Department. This position ensures the accuracy and integrity of the donor database, oversees gift processing and donor acknowledgements, provides administrative support to the Philanthropy & Marketing team, and supports coordination of committees.

This roleis ideal for an exceptionally organized individual who enjoys managing details and ensures the Philanthropy & Marketing Department’s operational success, ensuring accuracy, efficiency, and consistency across donor records,committee activities, and departmental processes.

• Maintains donor database accuracy and integrity through accurate data entry of gifts, pledges, and relationship notes.
• Processes all charitable gifts, pledges, matching gifts, stock gifts, and in‑kind contributions.
• Generates timely donor acknowledgement letters and tax receipts.
• Pulls reports.
• Maintains tribute and memorial gift records.
• Prepares pledge reminders and invoices for sponsor ships and other Department needs.
• Assists Director of Philanthropy & Marketing and accounting team with monthly reconciliation.
• Conducts routine database clean‑up.

• Provides administrative support to the Board and Board committees including campaign cabinet/fundraising, engagement, marketing, and events, including support of agenda preparation, recording meeting minutes, scheduling meetings, and following up with notes and action items.
• Takes detailed meeting minutes and manages post‑meeting follow‑up.
• Tracks internal follow‑up items and corresponding deadlines.
• Coordinates logistics for hard copy mailings.
• Supports events and sponsor benefits tracking.
• Assists with special projects.
• Provides administrative and data entry support to other agency leaders and departments, as needed.
• Occasional night and weekend availability required.
• Other duties as assigned.

• Serves as primary coordinator for the agency’s in‑kind gift and volunteer programs.
• Collaborates with program leadership and staff to identify, prioritize, and maintain current lists of in‑kind donation and volunteer needs across the organization.
• Maintains and updates the agency’s Amazon Wish List to reflect current priorities.
• Coordinates with the Marketing & Communications Coordinator to communicate priority in‑kind needs for newsletters, social media, and other donor communications.
• Serves as the primary point of contact for in‑kind donors and volunteers, responding to inquiries and coordinating donation and volunteer event details.
• Schedules and coordinates donation drop‑offs and pick‑ups.
• Receives, sorts, and organizes the agency’s donation storage area, ensuring that donated items are inventoried, accessible, and distributed accordingly to program leaders.
• Ensures all required in‑kind gift documentation is completed and entered into the agency’s database.
• Processes all in‑kind gift acknowledgements.

• Minimum:
  High School Diploma
• Preferred:
  Associate’s degree or 4‑Year Degree/bachelor’s in human service, Communications, Nonprofit Management, or similar field.
• Experience:
  
  2 Years Required, 3‑5 Years Preferred experience with relevant skills in communications, administrative support, or similar role.