Advancement Operations & Salesforce Specialist

POSITION SUMMARY

• Reporting to the Chief Advancement Officer, the Advancement Operations & Salesforce Specialist is the technical and operational engine of the JVS Philanthropy team. This role is responsible for the integrity and optimization of the Salesforce donor database to drive revenue growth, track moves-management, and ensure donor retention.
• This position serves as the primary bridge between fundraising activity and data integrity, ensuring the Individual Giving team has the tools and reminders needed for effective donor outreach. While providing operational support for Board activities and the Chief Advancement Officer (CAO), the Specialist’s primary mandate is to compile, clean, and transform raw Salesforce information into presentable reporting tools necessary to meet ambitious annual goals.

Essential Functions

• Salesforce Administration & Revenue Operations
• Database Management: Serve as the primary operator for the Salesforce donor database, executing weekly gift entry and maintaining accurate accounts, contact roles, and campaign coding.
• Fundraising Analytics: Collaborate with the Head of IT Impact to create and maintain dashboards to track real-time progress toward annual goals, major gift pipelines, and event ROI.
• Prospect Research: Utilize Salesforce and DonorSearch tools to identify and profile high-capacity prospects for the Advancement team.
• Gift Lifecycle Oversight: Manage the full gift lifecycle, ensuring accurate coding and overseeing the production of personalized donor acknowledgment letters with a high standard for accuracy and speed.
• Data Hygiene & Audits: Execute regular data hygiene protocols and database audits to maintain 100% data integrity for mailings, solicitations, and the annual report.
• Advancement Strategy & CAO Support
• CAO Strategic Coordination: Manage the professional calendar for the Chief Advancement Officer (CAO)
• Donor Briefings: Prepare the CAO and CEO for donor visits by conducting contact research and providing Salesforce-based donor profiles, giving histories, and relationship maps.
• Departmental Communications: Draft and format high-level correspondence, pitch decks, and presentations for the Advancement department.
• Financial Reconciliation: Partner with the Finance Department to perform weekly gift entry and monthly reconciliations between Salesforce and the general ledger to ensure financial accuracy.
• Administrative Tasks: Assist with any administrative responsibilities including ordering supplies, donor mailings, mail merges, meeting notes, and any other tasks that support the advancement department.
• Board & Governance Support
• Administrative Logistics: Support the Board Liaison in coordinating logistics for Board and Committee meetings, including room reservations, catering, and technology setup.
• Meeting Documentation: Assist in the preparation and distribution of Board briefing materials, agendas, digital presentations and minutes.
• Governance Records: Maintain accurate Board records within Salesforce, including term tracking, committee assignments, and annual giving.

Required Qualifications

•       Salesforce Experience: Minimum of 1 year of hands-on experience in Salesforce or similar CRM work and preferably in Salesforce Nonprofit Success Pack (NPSP).
•      Data Integrity & Entry: Proven ability to manage high-volume data entry with a "zero-error" mindset.
•        Technical Writing: Ability to draft professional, donor correspondence and acknowledgment letters.
•       Basic Excel: Proficiency with Microsoft Excel (specifically for organizing and cleaning data lists).
•       Organizational Skills: A self-starter who can manage the "rhythm" of a weekly gift-processing cycle without reminders.
•       Accountability: Ownership of the donor data process from the moment a check is received to the moment the thank-you letter is generated.
•      Collaboration: Ability to work seamlessly across the Advancement, Executive, IT, and Finance teams.
•        Education: BA/BS degree or 3+ years of relevant professional experience in nonprofit operations or administration.

Preferred Qualifications

•      NPSP Optimization (2–4 Years): Advanced experience with Salesforce NPSP, including building custom dashboards, managing Campaign Hierarchies, and utilizing NPSP "Levels" or "Engagement Plans" for donor tracking.
•      Data Synthesis & Presentation: Proven ability to compile, scrub, and format raw data into visually professional slide decks or reports for Board-level review.
•       Moves Management: Familiarity with the donor stewardship lifecycle and experience using a CRM to track and prompt "moves" for a fundraising team.
•       Financial Reconciliation: Experience working directly with Finance teams to reconcile donor records against a general ledger.
•      Systems Thinker: Ability to identify "messy" processes and collaborate with technical teams (like Salesforce IT) to implement streamlined solutions.
•      Advanced Excel: High proficiency in VLOOKUPs and Pivot Tables for complex data analysis and reconciliation.