Donor Operations & Stewardship Manager

Kids in Distress

About The Position

The Donor Operations & Stewardship Manager is responsible for managing the operational planning, systems, data integrity, and donor stewardship functions that enable effective fundraising and long-term donor engagement. This manager-level role ensures fundraising operations run efficiently, donor data is accurate and compliant, and stewardship efforts are timely, meaningful, and mission-centered. By aligning operational excellence with a high-quality donor experience, this position supports revenue growth, donor retention, and organizational sustainability. This role will also work closely with the finance team and will oversee bi-weekly reconciliation with the agency's Director of Finance. This position reports to the Vice President of Advancement.

Requirements

Knowledge of nonprofit fundraising operations, donor stewardship practices, and ethical fundraising standards.
Working knowledge of donor databases/CRMs (e.g., BlackBaud's Raiser's Edge, BetterUnite, or similar), gift processing, and reporting tools.
Strong operational planning, forecasting, and analytical skills.
Generate reports, queries, etc. as needed
Demonstrated ability to implement and maintain quality control and data governance standards.
Strong organizational and project management skills with the ability to manage multiple priorities.
Ability to train and support team members on systems and processes with clarity and consistency.
Strong written and verbal communication skills with a donor-centered mindset.
High attention to detail, discretion, and professionalism in handling confidential information.
Bachelor's degree or equivalent in: Nonprofit Management, Business Administration, Communications, Public Administration, Marketing or related field
3–5 years in development operations or stewardship
Strong database experience (Betterunite, Square, Stripe, & Raiser's Edge preferred)
Warm communicator with excellent organization skills
Analytical, detail-oriented, and mission-centered
Strong analytical and problem-solving skills with the ability to interpret complex data.
Excellent written and verbal communication skills, with the ability to present findings clearly.
Ability to manage multiple projects, prioritize deadlines, and adapt to changing business needs.
Proficiency in Microsoft Office Suite.
Licenses (e.g., driver's license for travel).
Availability to work evenings, weekends, or extended hours during audits, events, or projects.

Responsibilities

Oversee data entry of all gifts and file any supplemental documents.
Serves as a liaison with the finance team to support accurate gift processing, reconciliation, and reporting, and formal acknowledgement.
Oversees the collection, review, and submission of development team expense receipts and documentation to finance in accordance with organizational policies.
Supports budget tracking and expense monitoring for development operations and stewardship activities.
Manages operational planning for the development function, aligning workflows, timelines, systems, and resources with fundraising goals and annual plans.
Supports fundraising forecasting and performance tracking through accurate data management, trend analysis, and standardized reporting.
Ensures development operations are scalable, compliant, and aligned with organizational strategy.
Maintain and oversees donor database management, ensuring data accuracy, integrity, and adherence to data governance standards.
Management of Merchant Services including but not limited to Stripe, PayPal, BetterUnite, and Blackbaud Merchant Services.
Establishes quality control processes, including regular audits, documentation, and corrective actions.
Trains and supports development staff and relevant stakeholders on database usage, data entry standards, reporting tools, and donor record management.
Assist the Vice President of Advancement and team with research of new potential donors. Communicate with donors via telephone, email and in person, in a courteous manner.
Assist the team and outside consultants as needed. Enter up to date data in systems on a weekly basis.
Support the team with event related follow-ups; request letters sent for auction, raffle and in-kind items via email, letter or phone calls.
Manage auction item system and packing as needed.
Manages donor acknowledgment, recognition, and impact reporting processes to ensure timely, accurate, and personalized stewardship across all donor segments.
Oversees stewardship calendars and donor touchpoints, including thank-you's, updates, recognition, and impact communications.
Brainstorms and collaborates with marketing and program teams to ensure stewardship communications reflect organizational brand, voice, and outcomes.
Supports the operational execution of fundraising campaigns, appeals, events, and donor journeys by managing systems, timelines, and vendor workflows.
Coordinates with external vendors and service providers (e.g., mail houses, printers, software platforms) to ensure accurate and timely delivery of donor-facing materials.
Implements quality assurance measures to ensure fundraising outputs meet organizational standards.