Development Operations Coordinator

Southern Maine Agency on Aging • Biddeford, ME

1d • $25 - $27

About The Position

Southern Maine Agency on Aging (SMAA) is committed to positive long-term outcomes for older adults and their caregivers. We empower older adults, adults with disabilities and their caregivers to live to their fullest potential by providing services, resources and information. At SMAA, we believe that a supportive and inclusive workplace, where everyone feels valued and heard, is key to shaping organizational culture and advancing our work with underrepresented and diverse communities. We were recently voted Best Places to Work in Maine for 2024 & 2025! The Development Operations Coordinator serves as a key operational support partner to the Chief Advancement Officer, ensuring the accuracy, coordination, and smooth execution of all development systems and processes. This role is ideal for a highly detail-oriented professional - such as an experienced executive assistant or administrative coordinator - who excels at managing information, tracking details, and ensuring follow-through. The coordinator is responsible for maintaining the integrity of the donor database (Raiser’s Edge), coordinating gift processing and reporting, and ensuring that donor engagement and follow-up activities are accurately tracked and completed. This position works closely with internal staff and external database support to ensure that all donors and fundraising data are accurate, up to date, and usable for decision-making. While the role may directly enter data or coordinate data entry with others, the coordinator is ultimately responsible for ensuring data accuracy and consistency across systems.

Requirements

• Exceptional attention to detail and strong organizational skills
• Proven ability to manage multiple priorities and ensure follow-through
• Comfort working with databases or CRM systems (Raiser’s Edge experience preferred but not required)
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (especially Excel)
• 3+ years of experience in an administrative, executive assistant, or coordination role

Nice To Haves

• Raiser’s Edge experience preferred but not required

Responsibilities

• Development Operations & Coordination Serve as an operational support partner to the Chief Advancement Officer, ensuring smooth execution of development workflows
• Track donor engagement activities, follow-ups, and next steps in the CRM
• Support scheduling, preparation, and coordination of donor meetings and development activities
• Ensure timely completion and tracking of tasks across the development function
• Database Accuracy & Gift Processing Ensure accuracy, completeness, and integrity of all donor data in Raiser’s Edge, whether entered directly or in coordination with others
• Process and record charitable contributions in a timely and accurate manner
• Maintain consistent data entry standards and support database protocols
• Conduct routine review and validation of donor records to ensure accuracy
• Follow-Up & Communication Support Track and ensure completion of follow-up actions from donor meetings, events, and internal discussions
• Assist with donor, foundation, and community partner communications as needed
• Prepare mailing lists, appeals, invitations, and donor communications materials
• Reporting & Administrative Support Generate donor lists, reports, and dashboards to support fundraising activities
• Assist with tracking progress and fundraising performance
• Support monthly reconciliation of gifts and pledges in coordination with Finance
• Maintain documentation and reporting for leadership and board needs
• Grants Coordination Maintain grants calendar and track submission deadlines and reporting requirements
• Coordinate with contract grant writer to support timely submissions and follow-up
• Ensure accurate tracking of grant-related communications and documentation
• Systems Coordination Coordinate with external database consultant, in collaboration with the Chief Advancement Officer, to support CRM updates and improvements
• Translate operational needs into clear requests for system enhancements and improvements
• Support implementation and testing of database updates as needed

Benefits

• Vacation time
• Sick time
• 13 holidays per year
• Dental and vision insurance
• Medical Insurance 100% paid Premiums (Employee only plan)
• Accident and critical illness insurance
• 403B Retirement Plan
• Tuition Reimbursement
• Life insurance, income protection plan, and long-term disability insurance.
• Paid Birthday, Grandparent leave, parental leave, volunteer time, and more!

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees