Development Operations Specialist (Part Time)

Colonial Williamsburg Foundation•Williamsburg, VA

57d

About The Position

This critical role is primarily responsible for seamless operational and administrative support for the Development division through assisting senior division leaders. Key responsibilities include coordinating a myriad of projects and serving as the primary individual for ensuring accurate and timely submission and documentation of related purchase orders, invoices, and requisitions across the entire division, in addition to managing requests for system access. The Development Operations Specialist monitors asset and office supply inventory and ensures new and existing hires within the division have all the necessary tools and access needed for success in their role, such as those related to the donor database. They are also responsible for ensuring all onboarding/offboarding tasks are completed in a timely manner, working with division leaders, managers, and HR as appropriate. Another significant piece of the Development Specialist's job will be to create and maintain standard operating processes for the entire division as they relate to Tessitura, the constituent relationship management system.

Requirements

Undergraduate degree OR an equivalent combination of education, training, and/or experience.
At least two years of experience relevant to the position such as experience providing administrative support at an executive level.
At least 2 years of experience in a role requiring strong technical aptitude with the proven ability to navigate multiple systems.
Experience with complex requisition and invoicing systems and procedures.
Several years of experience using/working in Microsoft Office 365 including Word, Excel, PowerPoint, and Outlook.
Exceptional organizational skills.
Strong verbal and interpersonal skills, with a polished and professional demeanor with various stakeholders and diverse interest groups.
Ability to manage multiple requests and deadlines in an efficient manner.
Proven ability to manage multiple projects with a variety of stakeholders.
Be able to work with minimal direct supervision.
Understanding and adherence to discretion and information security.
Trusted to manage confidential information with discretion, sensitivity, and a high degree of care.

Nice To Haves

Familiarity with fundraising, or nonprofit organizational structures, policies, and procedures.
Experience managing workflows or processes in digital platforms or CRM systems (e.g., Tessitura, Salesforce, Workday, or similar).

Responsibilities

Working with department leaders, coordinating ongoing projects to ensure efficiency and collaboration across teams.
Ensuring timely and accurate purchase orders, invoices, and requisitions are processed by working directly with department leads and accounts payable.
Develop and maintain a high level of proficiency in the Foundation's ERP system of record.
Support the onboarding process for new hires by facilitating introductions, arranging technical and training needs, and ensuring proper office setup and access to systems and equipment.
Maintain and update onboarding and offboarding workflows, ensuring completion of tasks such as Teams access, distribution lists, parking, and other setup items.
Integrate a cohesive system for monitoring and updating standard operating procedures for the donor database. Build awareness and utilization of the SOP's across Development staff.
Organize and document an appropriate training schedule; develop, implement, and edit to improve existing training modules.
Manage the hardware/software assets of the division; assess requirements, confirm budget appropriation, coordinate and confirm delivery of assets with IT.
Provide administrative support to AVPs for scheduling and communication, purchase reconciliations, summaries of departmental needs/next steps required and other support as needed for division leaders.
Monitor office supplies and inventory with a lockbox vendor to ensure appropriate levels are consistently maintained.