Development Operations Coordinator

Development Operations Coordinator 

Position Title:  Development Operations Coordinator 

Employment Status: Part-Time

Number of hours per week: 20 hours

Hourly rate: $25.00 -$27.00 

Southern Maine Agency on Aging (SMAA) is committed to positive long-term outcomes for older adults and their caregivers. We empower older adults, adults with disabilities and their caregivers to live to their fullest potential by providing services, resources and information. At SMAA, we believe that a supportive and inclusive workplace, where everyone feels valued and heard, is key to shaping organizational culture and advancing our work with underrepresented and diverse communities. We were recently voted Best Places to Work in Maine for 2024 & 2025! 

The Development Operations Coordinator serves as a key operational support partner to the Chief Advancement Officer, ensuring the accuracy, coordination, and smooth execution of all development systems and processes. This role is ideal for a highly detail-oriented professional - such as an experienced executive assistant or administrative coordinator - who excels at managing information, tracking details, and ensuring follow-through. The coordinator is responsible for maintaining the integrity of the donor database (Raiser’s Edge), coordinating gift processing and reporting, and ensuring that donor engagement and follow-up activities are accurately tracked and completed. 
 
This position works closely with internal staff and external database support to ensure that all donors and fundraising data are accurate, up to date, and usable for decision-making. While the role may directly enter data or coordinate data entry with others, the coordinator is ultimately responsible for ensuring data accuracy and consistency across systems. 

ESSENTIAL DUTIES AND RESPONSIBILITIES  

Development Operations & Coordination 

Serve as an operational support partner to the Chief Advancement Officer, ensuring smooth execution of development workflows 

Track donor engagement activities, follow-ups, and next steps in the CRM 

Support scheduling, preparation, and coordination of donor meetings and development activities 

Ensure timely completion and tracking of tasks across the development function 

Database Accuracy & Gift Processing 

Ensure accuracy, completeness, and integrity of all donor data in Raiser’s Edge, whether entered directly or in coordination with others 

Process and record charitable contributions in a timely and accurate manner 

Maintain consistent data entry standards and support database protocols 

Conduct routine review and validation of donor records to ensure accuracy 

Follow-Up & Communication Support 

Track and ensure completion of follow-up actions from donor meetings, events, and internal discussions 

Assist with donor, foundation, and community partner communications as needed 

Prepare mailing lists, appeals, invitations, and donor communications materials 

Reporting & Administrative Support 

Generate donor lists, reports, and dashboards to support fundraising activities 

Assist with tracking progress and fundraising performance 

Support monthly reconciliation of gifts and pledges in coordination with Finance 

Maintain documentation and reporting for leadership and board needs 

Grants Coordination 

Maintain grants calendar and track submission deadlines and reporting requirements 

Coordinate with contract grant writer to support timely submissions and follow-up 

Ensure accurate tracking of grant-related communications and documentation 

Systems Coordination 

Coordinate with external database consultant, in collaboration with the Chief Advancement Officer, to support CRM updates and improvements 

Translate operational needs into clear requests for system enhancements and improvements 

Support implementation and testing of database updates as needed 

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:  

Performs other duties as assigned. 

QUALIFICATIONS NEEDED FOR POSITION: 

Experience and Skill Requirements:  The following requirements and skills are considered essential: 

Exceptional attention to detail and strong organizational skills 

Proven ability to manage multiple priorities and ensure follow-through 

Comfort working with databases or CRM systems (Raiser’s Edge experience preferred but not required) 

Strong written and verbal communication skills 

Proficiency in Microsoft Office (especially Excel) 

Education/Knowledge Requirements:  The following education requirements are considered essential: 

3+ years of experience in an administrative, executive assistant, or coordination role 

Salary and Benefits: This is a non-exempt part-time position, working at around 20 hours per week. 

Benefits include: 

Vacation time  

Sick time 

13 holidays per year 

Dental and vision insurance 

Accident and critical illness insurance 

403B Retirement Plan 

Tuition Reimbursement  

Life insurance, income protection plan, and long-term disability insurance. 

Paid Birthday, Grandparent leave, parental leave, volunteer time, and more! 

To Apply 

Please submit your resume and a cover letter explaining why you are the right fit for this position. 

The position is open until filled  

SMAA is an equal-opportunity employer