Advancement Operations Manager

Description

Position Summary

Clover is seeking a highly capable and detail-oriented Advancement Operations Manager to manage the internal operations that drive fundraising success. This role ensures that donor data, systems, reporting, and logistics are executed with accuracy and efficiency to support a high-performing Advancement office.

The Advancement Operations Manager oversees gift processing, CRM administration, financial reconciliation, reporting, and donor communications. The position also prepares the office each day, provides hospitality for meetings and tours, and supports event logistics. By managing the internal mechanics of Advancement, this role frees the Chief Advancement Officer (CAO) to focus on strategic, front-facing donor engagement.

Key Responsibilities

Operations & Administrative Support

• Ensure the Advancement office is open, welcoming, and fully prepared each day, including hospitality and setup for tours and stakeholder meetings.
• Manage department logistics and provide daily administrative support.
• Coordinate cross-departmental communication related to Advancement.

CRM & Data Management

• Serve as the Virtuous CRM Super User, overseeing setup, permissions, protocols, automations, and segmentation.
• Maintain accurate donor records, process gifts and pledges, and manage acknowledgments and recognition.
• Train staff in CRM use and maintain consistency across teams.
• Track and record donor engagement touchpoints; update workflows to support stewardship and outreach.

Reporting & Financial Coordination

• Build and maintain dashboards and reports on giving trends, campaign performance, and donor activity.
• Reconcile donations and pledges with Finance; deliver deposit journals and checks.
• Organize Advancement data for audit readiness and institutional memory.
• Support revenue forecasting and prepare materials for internal and board meetings.

Donor Communications & Strategy Support

• Draft donor correspondence including thank-you letters, campaign updates, and impact messages.
• Prepare research and materials for the CAO’s donor meetings and cultivation strategies.
• Help execute timely, personalized donor touchpoints and maintain strong internal systems to support them.

Event Support

• Work with the Director of Marketing & Communications to execute fundraising and donor events.
• Manage event-related data in Virtuous: guest lists, RSVPs, seating, and follow-up.
• Provide on-site support and ensure seamless donor recognition and engagement.
• Embrace an all-hands-on-deck mindset for evenings and weekends during major events.

Requirements

Education & Experience

• Bachelor’s degree preferred or equivalent experience in fundraising operations or data management.
• 3–5 years of experience in advancement services, donor relations, or CRM administration.
• Experience with Virtuous CRM strongly preferred, or willingness to complete advanced training.

Skills & Attributes

• Strong technical, analytical, and organizational skills.
• Excellent communication and writing abilities.
• Discretion with confidential information.
• Proactive, collaborative, and solutions-oriented.
• Flexibility for evenings/weekends during events.
• Alignment with Clover’s mission to educate children, strengthen families, and build community.