Advancement Operations Coordinator

Advancement Operations Coordinator - CASA Kane County

Reports to: Director of Advancement
Status: Part-Time (20 hours/week)

The Advancement Operations Coordinator supports CASA Kane County’s fundraising efforts through donor database management, prospect research, reporting, stewardship, and administrative support. This role maintains accurate donor records, processes acknowledgments and reporting, and provides research and analytics to support fundraising strategies and donor engagement. The Coordinator assists with annual giving, major gifts, grants, campaign activities, donor communications, and events while ensuring data integrity and compliance. Working closely with the overall Development Team, the position helps strengthen donor relationships and advance CASA Kane County’s mission.

Responsibilities

• Serve as the primary administrator for DonorPerfect and related advancement platforms, overseeing data management, gift processing, reporting, analytics, system utilization, team support, and operational processes that support fundraising, marketing, outreach, events, grants, and campaign initiatives.
• Donor Database (CRM) Management and Oversight
• Maintains accurate records in Donor Perfect database by entering gifts, updating records, flags, merging records and maintaining accuracy between all CASA systems.
• Manage donor acknowledgment processes, weekly thank-you letters, tax receipts, pledge reminders, and stewardship communications.
• Maintain stewardship calendar, donor key dates (birthdays, professional milestones), and coordinate activities such as cards, gifts, or recognition for important dates.
• Partner with Business Office Manager and Advancement team members to ensure accurate recording, tracking, reconciliation, reporting, compliance, and documentation of all gifts.
• Manage list generation, exports, donor segmentation, and reporting for fundraising, events, marketing, and campaign initiatives.
• Prospect Research and Portfolio Management
• Conduct donor and prospect research, wealth screening analysis, and prospect identification using internal and external resources.
• Maintain prospect profiles, moves management tracking, and ensure Development Team leadership staff are prepared for upcoming donor meetings.
• Prepare donor briefings, prospect profiles, and research summaries for Development Team leadership staff, board, and Campaign Cabinet volunteers.
• Advancement Analytics and Reporting
• Develop and maintain fundraising dashboards, campaign reports, donor analytics, prospect tracking, and board reports to support strategic decision-making.
• Monitor donor activity, retention, acquisition, and engagement trends; identify opportunities to strengthen fundraising results.
• Analyze fundraising metrics and benchmarks to support decision-making and continuous improvement.
• General Advancement Support
• Prepare meeting agendas for assigned leadership staff review, attend meetings, record and distribute meeting minutes, and ensure all documentation is completed accurately and in a timely manner.
• Support the planning, execution, content, design, editing, and donor tracking of the spring and annual appeals.
• Assist with the monthly giving program, Giving Tuesday campaign, peer-to-peer fundraising, matching gifts, and additional annual fund campaigns.
• Support grant and prospect research, data collection, list generation, small application preparation, and reporting activities.
• Attend and assist with CASA-hosted and third-party events, providing support before, during, and after events through setup, logistics, participant support, and teardown activities.
• Provide administrative, operational, and donor stewardship support for the Center for Hope campaign, legacy giving program, and other major gift initiatives.
• Maintain organizational compliance and profile excellence with Candid/GuideStar (Platinum Seal of Transparency), Charity Navigator (4-star Charity), and third-party donor and workplace giving platforms in collaboration with the Business Office Manager.
• Draft donor communications, thank-you letters, campaign materials, and other correspondence while supporting key fundraising events, donor engagement activities, and campaign milestones.
• Coordinate the receipt, pickup, transport, organization, and storage of donated and event-related items, including meeting with donors and supporters as needed to ensure materials are properly inventoried and maintained for fundraising and organizational activities.
• Perform additional duties as assigned to support the Development Team and CASA Kane County’s mission.

Performance Expectations and Success Metrics

The Advancement Operations Coordinator will be evaluated on the successful and accurate execution of advancement operations, data management, stewardship activities, reporting, and administrative support.

• Maintain 95% donor and gift record accuracy by conducting quarterly audits and ensuring consistency across multiple database lists.
• Process gif