Senior Manager, Development Operations

Position Details:

Compensation for this position is in the $57,000 to $62,000 range.

The anticipated start for this position is April 2025.

This position is hybrid: at least 2 days/week in-person in the Philadelphia office for in-person support and collaboration.

Mission of Position:

The Senior Manager, Development Operations (SMDO) ensures the integrity of all data, while maintaining and tracking financial revenue to ensure that quarterly financial goals are met in collaboration with the seven-person Development team. The Senior Manager, Development Operations will also create and support operational systems, implement stewardship practices, and support fundraising initiatives that will enable the Development team to perform with greater effectiveness, efficiency, and accountability. This role reports to the Managing Director of Development

Application Requirements

(1) Professional resume

(2) Instead of a cover letter, please include a separate document answering the following three questions. To be considered, answer all three questions in your application.

(2a) Briefly describe your experience managing a CRM or database. What were you responsible for, and how did you ensure information was accurate, timely, and useful to others?

(2b) Tell us about a system or process you helped build or improve. What need were you responding to, and how did the change support your team’s work?

(2c) Share an example of how your operational or data work helped a team work more effectively toward its goals.

Job Description

25%

Database Management

• Manage the site’s fundraising database (cychannel – a Salesforce tool), including gift processing, reconciliation reports, financial dashboards, and monthly proposal and revenue reports
• Oversee gift processing, including processing donations, generating invoices for donors as needed, and liaising with HQ gift processing team
• Implement best practices, processes, and training in the Development department to ensure that the database is used effectively and efficiently
• Ensure accuracy of all donor information through regular database maintenance

25%

Administrative & Operations Support

• Ensure all department expenses, receipts, and invoices are processed in a timely manner
• Manage inventory and storage of all department equipment, event supplies, and gift materials
• Collaborate with Operations points from multiple departments to identify areas for functional improvements and to drive continual improvements of processes
• Facilitate special requests from national headquarters as needed, including providing annual report lists, communication needs, and special mailings
• Act as main liaison with HQ for executing contracts
• Manage all donor giving platform logistics including Classy, the City Giving Campaign, and management of national Carl Bloom campaign, and EITC Renewal
• Act as Marketo point scheduling all mass email communications and overseeing creation of distribution lists
• Provide additional administrative and operational support to department and site as needed

15%

Event Support

• Support Development events, including the Women’s Leadership Luncheon, Annual Gala, Graduation, and Young Professional events through logistical support, online RSVP process, mailing lists, registration, and event reporting
• Create and manage event one pagers that track goals, attendance, fundraising, event details and logistics to create an easily accessible record for the team to compare year over year
• Design event registration and donation forms in line with asset-based communication standards

20%

Portfolio Work and Donor Analytics

• Create campaigns, dashboards, and reports for Development department team members, allowing them to track individual portfolio goals and accounts
• Lead team in using data to support fundraising best practices
• Serve as site prospect research point in collaboration with HQ by conducting research on prospects, donors, and event attendees
• Collaborate with the Managing Director to create progress and analysis reports, financial dashboards, and supplemental documents for Board meetings, Development Committee meetings, and Department meetings.

10%

Donor Stewardship

• Manage Development Team through thank you notes process as gifts come in through regular reporting
• Maintain and create systems for donor communications and stewardship including lifetime giving and mid-level giving quarterly updates.
• Oversee automated donor acknowledgements including formatting, reviewing content, and ensuring all online transactions have automated responses
• Recommend new engagement opportunities and implement stewardship best practices including thank you cards, gifting, and additional recognition components.

5%

 Organizational Initiatives & Site Support

• Participate in site training, including professional development
• Assist with the planning and implementation of special events throughout the year
• Collaborate with other site departments, City Year Headquarters’ colleagues, and other City Year sites
• Participate in site and network-wide meetings and calls, providing insight, feedback, and collective problem solving
• Partner with CYP’s departments and staff to ensure that site-wide goals are met, including, but not limited to, the SSC applicant interview process, stakeholder engagement, event and service day participation, and cross-departmental committees

What You’ll Bring:

We know that hardly anyone ‘checks ALL the boxes’ on job requirements, and that’s okay! If many of the items listed below describe you and your experiences, we’re excited to talk with you and encourage you to apply.

Skills, Knowledge, and Experiences

• 3+ years of relevant experience in managing a Customer Relationship Management (CRM) system or database (Salesforce preferred)
• Bachelor’s Degree or two additional years of relevant experience
• Ability to design, maintain, and improve operational systems and workflows
• Strong project management skills with the ability to manage deadlines, dependencies, and multiple priorities
• Demonstrated ability to work independently while also collaborating effectively with individuals and teams with varied needs, expectations, and perspectives
• Willingness and availability to occasionally work nontraditional hours, including early mornings, evenings and weekends, as needed
• Ability to excel in an energetic, entrepreneurial, and rapidly changing workplace

Attitude Essentials

• Growth mindset when problem-solving and strengthening existing or building new systems
• Strong attention to details, deadlines, and follow-through
• Deep commitment to teamwork and shared success
• Energized by working with colleagues and stakeholder groups committed to expanding educational opportunity in Philadelphia
• Enthusiasm for and commitment to excellent customer service, internally and externally
• High emotional intelligence and good judgement, particularly in circumstances that require discretion and confidentiality
• Passion for people, education, and youth development

Benefits

Full-time employees will be eligible for all benefits including vacation, sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental, vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.

Benefits

Full-time employees will be eligible for all benefits including vacation, sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental, vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.

Employment at City Year is at-will.

City Year does not sponsor work authorization visas.