Advancement Operations Specialist

Advancement Operations Specialist

Job Title: Advancement Operations Specialist (AOS)

Location: Naples, Florida

Company: David Lawrence Centers For Behavioral Health (DLC)

Job Type: Full-Time & Salaried/Exempt
~ Monday-Friday, Target Standard Business Hours
~ Some flexibility needed for Events, etc.

Salary: Starting at $62,000 per year
~ Ultimate compensation dependent on experience, language skills and impact potential

Hiring Incentives: Sign on Bonus, Immediate PTO Accrual, Full Benefits W/401k, Professional Development & Tuition Programs, EAP.

Job Summary: This is a high-trust operational role ensuring that advancement initiatives move forward on time, leadership is prepared and focused, and donor-facing experiences are seamless.

This position owns coordination, visibility, and execution workflows across Advancement activities. The AOS also drives alignment across teams, maintains accountability for timelines and deliverables, and supports consistent execution of advancement priorities.

Key Responsibilities:

Executive Support & Scheduling

- Manage complex calendars for the VP of Advancement and other leaders.
- Prioritize scheduling to balance leadership availability with donor/organizational needs.
- Prepare leadership for meetings with materials/background information/logistics.
- Coordinate schedules across internal teams/board members/external partners.
- Track follow-up items and action commitments from leadership meetings.
- Maintain centralized calendar that captures campaigns/grants/reporting dates/milestones.

Donor Experience Coordination

- Serve as primary coordinator for all donor and prospect tours of DLC facilities.
- Coordinate and maintain scheduling logistics and materials for tours.
- Ensure all internal participants are aligned on messaging and expectations.
- Coordinate preparation of tour materials, ensuring alignment, accuracy, and readiness.
- Capture tour notes and donor prospect information to support stewardship/planning.
- Continuously refine the tour experience based on feedback.

Project Coordination & Tracking

- Track initiatives (grants/fundraising campaigns/donor engagement/leadership priorities).
- Maintain centralized Advancement calendar to ensure deadline and milestone visibility.
- Ensure timely deliverables (campaign materials/communications/grant reporting).
- Work with Marketing to ensure clear, timely and aligned messages.
- Submit/monitor marketing requests to track, follow up and complete.
- Maintain visibility into outstanding tasks and proactively follow up through completion.
- Provide regular status updates and proactively flag delays, risks or competing priorities.
- Execute initiatives within workflows/priorities defined by Advancement Leadership.

Grant Administration & Reporting

- Coordinate all related activities to comply with funder requirements/internal standards.
- Partner with grant writers to review requirements, reporting expectations, and timelines.
- Develop/manage timelines, tracking deliverables, deadlines, and dependencies.
- Coordinate with internal teams to gather data and monitor progress between reports.
- Monitor progress, including deliverables/spend-down expectations.
- Initiate check-ins to ensure readiness for reporting deadlines.
- Identify risks related to timelines/deliverables/ financial utilization and escalate concerns.
- Prepare/submit routine grant reports, as assigned, ensuring accuracy and completeness.
- Maintain organized grant documentation, reporting calendars, and compliance records.

Development Coordination & Administration Support

- Support execution of administrative processes across the Development team.
- Execute in alignment with established workflows and team priorities.
- Follow established workflows to maintain consistency in Advancement operations.
- Coordinate communication across Development, Finance, IT, Programs, and other teams.

Advancement Onboarding Coordination

- Own/coordinate the onboarding process for all new Advancement team members.
- Develop/maintain onboarding timeline and checklist with other internal teams.
- Schedule onboarding meetings, training sessions, and introductory touchpoints.
- Ensure new hires are properly introduced to workflows/tools/calendars/processes.
- Track onboarding progress and follow up with responsible parties.

Donor Materials & Inventory Coordination

- Manage donor-facing materials used for tours, meetings, and stewardship activities.
- Maintain standardized inventory system for donor-facing materials and supplies.
- Partner with Marketing and Advancement staff to ensure materials remain current/aligned.

Reporting Coordination Support

- Track reporting deadlines and ensure required inputs are gathered.
- Coordinate with stakeholders for completion of internal/external reporting deliverables.
- Prepare reports using data/outputs provided by leadership and team.
- Ensure reporting deliverables are finalized and submitted on schedule.

Workflow Coordination & Operational Alignment

- Own execution-based workflows across advancement…