Philanthropy Operations Coordinator

Cleveland Foundation Inc•Cleveland, OH

just now•$49,500 - $60,500•Onsite

About The Position

The Philanthropy Operations Coordinator provides high-level administrative and technical support to the Philanthropic Services team, enhancing donor and fund services, ensuring seamless event experiences aligned with the Foundation’s mission. This role plays a key part in managing CRM systems, supporting data integrity, and improving donor-facing technologies. It also contributes to cross-departmental collaboration and donor engagement through responsive service and event coordination. The position reports to the Director.

Requirements

High school diploma or equivalent, with 3–5 years of experience in customer service, administrative, or development environments.
Strong interpersonal, organizational, grammatical, and proofreading skills.
Demonstrated customer service orientation and ability to interact effectively with diverse populations.
Strong critical thinking and communication skills with a proactive, solution-focused approach.
Ability to handle sensitive information with discretion and maintain confidentiality.
Detail-oriented with the ability to manage multiple projects and anticipate challenges.
Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams), internet research, and database maintenance.
Physical ability to lift or move items up to 15 lbs. for event support.

Nice To Haves

Associate or bachelor’s degree in a related field.
Familiarity with the Cleveland business and nonprofit community.
Understanding of philanthropic fundraising practices.
Experience with donor databases such as Salesforce or similar platforms.

Responsibilities

Execute requested fund procedures, including processing and documenting interested party updates, grant recommendations, distribution requests, and governance questions.
Create and update materials for supporting organizations, committee-advised funds, and giving circles including pitch decks, onboarding materials, RFP requests, nonprofit recommendation briefings, and other Powerpoint or Canva presentations.
Serve as the primary responder for the donor help desk email and hotline, providing technical assistance and responding to donor inquiries.
Prepare and code monthly Visa statements and mileage reimbursements, collecting and submitting necessary receipts and expense descriptions.
Utilize HTML coding to maintain and update donor portal content, including events, general information, and resource toolkits.
Maintain Salesforce CRM database and creating accurate data entries for philanthropic giving trends such as impact related gifts, investment pool selections and ROI on educational experiences.
Analyze national giving trends in comparison to Cleveland Foundation donors.
Support segmentation and tiering of donors for expedited and appropriate services.
Develop and deliver recurring and ad hoc reports (e.g., event, donor, fund activity) and ensure accuracy from data systems such as iPhi, BI Launchpad, Salesforce, and QlikView.
In partnership with the philanthropic data manager, assist with ensuring data accuracy and implementation of SOPs for data entry.
Support the transition and integration of department files from F: Drive to SharePoint.
Manage fund-related mailings including fund statements, occasion cards for donors and preparation of acknowledgement letters from the CEO.
In partnership with the marketing team, gather content, draft and coordinate distribution of quarterly DAF and organizational fund newsletters.
Maintain and update the organizational fund partner list for the website.
Create Salesforce campaigns and prepare reports on event ROI.
Assist with scheduling and coordinating meetings and events related to funds.
Support event execution by managing RSVPs, preparing nametags, managing registration tables, assisting with setup and cleanup, coordinating guest lists, and post-event data entry.
Serve as a primary point of contact for events and marketing teams and attend event planning meetings.
Maintain the bi-weekly Philanthropic Services team meeting agenda.
Provide administrative and program support to the Black Philanthropy Center and Black Philanthropy Fund through slide deck creation, meeting scheduling, meeting minutes, follow-up activities, event planning and set-up.
With a critical eye, review existing department processes and procedures, and make recommendations for utilizing AI or other tools to streamline workload.