Advancement Operations and Data Specialist

Title: Advancement Operations and Data Specialist

FLSA Status: Full Time Non-Exempt

Purpose:

The Advancement Operations and Data Specialist plays a critical role in supporting and advancing fundraising efforts through effective data management, systems administration, and donor engagement. This position ensures the integrity and accuracy of donor information, drives insights through reporting and analytics, and supports the execution of fundraising campaigns and events. Working collaboratively across teams, the specialist helps optimize processes, strengthen donor relationships, and enhance overall operational efficiency to achieve organizational fundraising goals. 

Key Responsibilities:

Duties and Responsibilities:

Systems and Data Management

• Maintains internal controls and safeguard donor data, ensuring accuracy, completeness, confidentiality, and compliance with internal policies and external regulations.  
• Administers CRM and related systems, including data entry standards, troubleshooting, user support, system updates, and optimization of workflows.  
• Processes and records donations; prepares daily donation reports in coordination with the Finance team to ensure accurate reconciliation and audit readiness.  
• Administers pledge reminders and recurring gift processes to support timely fulfillment and prevent lapses in payment information.  
• Serves as project manager for system enhancements and evaluation of technology platforms, identifying process improvement opportunities for gift entry, data cleansing, reporting, and donor record management. 
• Handles integration of data across systems to maintain data integrity and accuracy.  

Reporting Analytics and Prospect Research

• Produces regular and ad hoc reports on fundraising performance and key metrics.  
• Designs and implements database queries and data exports for team use.  
• Creates progress reports for gift officer metrics, portfolio management, and proposal pipelines.   
• Conducts prospect research and prepares donor profiles to support cultivation and solicitation strategies.  
• Analyzes donor data to identify trends, opportunities, and potential major gift prospects.

Fundraising Operations and Administration

• Coordinates direct marketing activities, including list preparation, segmentation, tracking codes, vendor coordination, and performance reporting.  
• Supports efforts to solicit in-kind donations for fundraising events. 
• Supports event operations, including registration, invoicing, payment tracking, reporting, and secure donation handling.  
• Assists with budget preparation and monitoring.  
• Maintains and develops workflows, SOPs, and training materials; provides staff training and support to ensure consistent use of systems and processes. 
• Promote an inclusive, diverse, culturally competent, and respectful work environment.
• Support and exhibit Guild values of empowerment, dignity, collaboration, innovation, and perseverance.
• Other duties as assigned.

Donor Cultivation and Stewardship

• Serves as a primary point of contact for donor inquiries, ensuring timely, accurate, and donor-centered communication in collaboration with the Senior Philanthropy Officer and the Annual Giving Officer. 
• Prepares and distributes donor acknowledgements, tax receipts, welcome packets, and stewardship communications in a timely and accurate manner.  
• Assists with preparing and maintaining donor communications calendar. 
• Provides operational support for donor events, proposals, and materials.

Required Skills/Abilities:

• Strong ability to analyze data and produce actionable reports. 
• Proven ability to manage multiple projects, prioritize tasks, and meet deadlines while maintaining high attention to detail. 
• Ability to reprioritize in response to changing environments and circumstances.
• Skilled in data management, business processes and workflow, data analysis, and prospect research. 
• Highly motivated, self-directed, and results oriented.
• Ability to initiate and maintain positive, trusting relationships and work effectively across multiple departments and at all levels of the organization.  
• Ability to develop and maintain receptive, open, and approachable lines of communication with clients and staff, and provide a friendly environment for visitors. 
• Strong written and verbal communication skills, including composing, proofreading, and editing.   
• Presentation and meeting facilitation skills.   
• Ability to maintain confidentiality of organization, donor, and other information.
• Ability to use sound judgment and maintain healthy professional boundaries.  
• Proficiency with a variety of web-based software and databases, including Microsoft Office Suite.

Working Conditions: 

• Work is performed in an office environment with frequent interruptions.     
• Some activities may be required in the community.
• Travel may be required to other program sites.  
• Prolonged periods at a desk, working on a computer.
• Manual dexterity for tasks such as taking notes and using technological devices for documentation.

Guild’s Employer Promise 

We know you do your best work when you feel supported and have the flexibility to meet all of life’s demands, no matter what those demands might be. Guild is an environment where your emotional, physical, and social wellbeing matters. A place where we’re motivated to care for each other and to work together to make a difference in the lives of our clients. We show up for our clients and we show up for each other. And Guild shows up for you. 

About Guild 

Guild is a Minnesota not-for-profit 501(c)(3) organization that empowers those living with mental illness and/or experiencing long-term homelessness by helping them find the tools they need to lead stable, fulfilling lives in communities of their choosing. 

Benefit Highlights 

Guild Services offers a range of benefits, including medical, dental, and vision coverage; flexible spending, HSA, short and long-term disability; Paid Time Off; paid holidays; wellness hours; 403(b); life insurance; and more. Eligibility requirements and other terms and conditions apply. 

The salary range for this position is between  $31.73 - 34.13 hourly. The range reflects the minimum and maximum salary for the position. Compensation will depend on the candidate’s professional experience, skills, and relevant education, training, and certifications. 

Education and Experience:

Required

• 3 years of professional experience working in roles with primary responsibilities in the following areas; fundraising operations, CRM/database management, data management and reporting, and data analysis. 
• Bachelor’s degree (or additional 4 years of relevant experience)
• Experience or desire to develop skills in fundraising operations (data, systems, reporting)
• Demonstrated experience with CRM systems, fundraising platforms, and donor management software.   

Preferred

• Customer Relationship Management (CRM) certification

Additional Requirements: 

• Must not be actively receiving services from Guild and must not have received services within the last two years.
• A valid Class ‘D’ Driver’s License, reliable vehicle, satisfactory driving record and necessary insurance.
• Must be willing to work some evenings and weekends as needed.