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  Sample job descriptions and job description tips. Employment

 Foundations Operations Administrator

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Under leadership of the Vice President, Fund Development the Operations Administrator is responsible for the business management of the Foundation to include organizing, tracking, researching, budgeting, planning, and facilitating annual giving, major giving, and planned giving programs and projects.


The Operations Administrator is part of the Foundation team committed to raising funds for the institution and its not-for-profit entities.

This position is highly visible to employees, senior management, staff and the general public and is subject to constant interruptions from walk-in traffic and telephone calls.

High standards of courtesy, performance and respect for confidentiality are essential. Independent judgment is required for  appropriate decision making, problem solving and priority setting.


Information Tracking and Reporting:

  • Design and manage systems to track and report benchmarking information to move the Foundation to meet its business plan goals and objectives.
  • Organize and structure moves management system to develop a program of responsible reporting and appropriate cultivation follow-up activity to major donors and prospects. Provide reports and follow-up to solicitors.
  • Maintain and report on business plan timeline progress and deadlines.

Budgets / Financials:

  • Prepare and manage annual budget and monitor cost per dollar raised.
  • Manage project budgets with a responsibility to keeping on target.
  • Prepare financials and reports to Accounting Department on giving status and annual tax package.
  • Prepare financials and reports for Board meetings and staff as needed.

Processes / Procedures:

  • Create, monitor and implement policies and procedures to cover business operations, program development, accounting, etc.
  • Coordinate projects, e.g., newsletter.

Donor Relations:

  • Oversee acknowledgement process of donors to include gift acknowledgement.
  • Oversee donor recognition, such as donor wall and healing garden naming opportunities.
  • Produce donor listings for publication.
  • Assists and coordinates in creation of Foundationís annual report.

Fundraising software management:

  • Manages the implementation and overall responsibility of the Foundationís fundraising software.
  • Trains and assists Foundation staff on fundraising software.
  • Oversees and ensures accuracy of gift processing and list management in fundraising software.

Major giving program:

  • Works with major gifts solicitors to identify and research donors/prospects by producing proposals, preparing reports, data gathering, facilitating meetings, conducting research through Blackbaud Analytics and other sources, and providing profiles and wealth ranking summaries.

Board Development:

  • Serves as staff member on Board Donor Recognition Committee.
  • Create and produce Board handbook.
  • Responsible for new Board orientation.


  • Maintain membership in professional philanthropy associations.
  • Work with Special Events Coordinator as needed on special events.
  • Monitors funds and coordinates transactions in line with donor wishes and strategic plan.
  • Work with Annual Giving Officer on direct mail and e-mail programs.
  • Work with Special Events Coordinator on implementation of program


  • Education: Bachelorís degree preferred with emphasis on fundraising, business administration, or accounting
  • Experience: Minimum three years experience in fund development, business management or accounting.
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