Advancement Operations Coordinator - Development

Bay Cove Human Services' mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts.

Bay Cove Human Services is committed to ensuring the representation and participation of candidates from diverse backgrounds and experiences. We encourage all qualified individuals, particularly those from historically marginalized groups, to apply.

Job Summary:

The Advancement Operations Coordinator provides critical administrative and operational support to the Advancement Department. This role is essential for the efficient and successful execution of all fundraising activities. The Coordinator will be responsible for a wide range of duties, including administrative support for the Chief Advancement Officer, operational support for donor relations, grant management, database management, event support, and general administrative support. The ideal candidate is highly organized, detail-oriented, and proficient in Google Suite and database management software (specifically Raiser's Edge).

This is a non-exempt position.

Essential Functions of the Position:

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  Administrative Support:

  
  
  
  
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    Manage and maintain CAO and team calendars, schedule meetings, and coordinate travel arrangements.

    
    
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    Prepare and distribute meeting materials, including agendas, minutes, and presentations.

    
    
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    Oversee office operations, including ordering supplies, maintaining equipment, and managing internal building, IT, and department relationships.

    
    
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    Reconcile team credit card expenses.

    
    
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    Working with the Senior Development Associate, prepare monthly donation records and reconciliation for the Senior Director of Advancement to comply with accounting department policies.

    
    
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    Manage mail distribution and returned mail.

    
    
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    Provide general administrative support to the Development team as needed.

    
    
  
  
  
  
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  Donor Relations Administrative Support:

  
  
  
  
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    Collaborating with the senior development associate, assist with gift processing, including data entry, production of acknowledgment letters, and tracking pledges.

    
    
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    Maintain accurate donor account records and prepare reports on fundraising activities.

    
    
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    Support donor stewardship activities, including event, marketing, communications, and solicitation coordination.

    
    
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    Assist with special events and other development activities (e.g., creating nametags and mailing lists, updating event guest lists, fulfilling mailings, printing t-shirts/marketing materials, and staffing events).

    
    
  
  
  
  
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  Grant Management:

  
  
  
  
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    Manage grant records in Raiser's Edge, including entry of awarded grants, uploading proposals, award letters, and agreements.

    
    
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    Assist with the preparation of materials for grant proposals, as well as post-award paperwork.

    
    
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    Track grant deadlines, report submissions, and funding decisions in Raiser's Edge and database

    
    
  
  
  
  

Job Requirements:

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  Bachelor's degree and at least one year of experience in non-profit fundraising or a related field or four years of experience in non-profit fundraising or executive support.

  
  
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  Excellent organizational and project management skills, with the ability to balance multiple priorities and meet deadlines.

  
  
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  Proficiency in Microsoft Word, Excel, and Google Suite.

  
  
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  Experience with Raiser's Edge fundraising software is strongly preferred.

  
  
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  Commitment to foster and support the agency's mission and value.

  
  

Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

• Boston, MA, USA