Boys and Girls Club of the Northwest Suburbs - Director of Development Operations presso Boys and Girls Club of the Northwest Suburbs

Job Title: Director of Development Operations

Reports To: Chief Development Officer
Location: Boys & Girls Clubs of the Northwestern Suburbs (BGCNWS) Carpentersville, Illinois
Status: Full-time, Exempt

Position Summary

The Director of Development Operations is responsible for the execution and optimization of all fundraising systems and processes. This role ensures the integrity of donor data, manages gift processing and compliance, supports grant tracking, and oversees donor stewardship logistics. The Director will serve as a key partner to the Chief Development Officer by providing accurate reporting, maintaining infrastructure, and enabling frontline fundraisers to focus on relationship-building and strategic growth.

Core Responsibilities

Data & Systems Management

• Maintain and optimize the organization’s CRM, ensuring accurate and complete donor records.
• Generate reports to support fundraising performance tracking and strategic planning.
• Implement system improvements to enhance efficiency and scalability.

Gift Processing & Compliance

• Accurately process all incoming gifts (checks, credit cards, EFTs, pledges, stock gifts) in a timely manner.
• Ensure compliance with IRS regulations, accounting standards, and internal gift policies.
• Coordinate with Finance for monthly reconciliation and audit support.
• Prepare donor acknowledgements in alignment with stewardship protocols.

Grant Tracking & Reporting

• Grants Team:
• Coral Colin, Director of Club Impact, Quality & Government Grants.
• Coral reports to Amanda Schleede.

• Rosie Rosie Tingalpong, Director of Strategic Initiatives.
• Rosie reports to Amanda Schleede.

• Diana Oplinger, Contracted Grant Writer.
• Diana reports to Amanda Schleede.

• Anakaren Ovalle, Grants Accountant
• Anakaren reports to reports to Jen Wolfe, Finance Director.

• Support the Grants Team by tracking grant applications and grants received in Raisers Edge.
• Support the Grants Team by providing Raisers Edge grant reports to the Grants and Finance Teams.

Annual Giving Execution

• Support the implementation of annual giving campaigns through data segmentation, list management, and performance tracking.
• Coordinate logistics for direct mail, email, and online appeals.
• Provide post-campaign analysis to inform future efforts.

Stewardship Logistics

• Manage donor acknowledgement processes and impact reporting schedules.
• Collaborate with program staff to gather stories and data for donor communications.
• Maintain stewardship records and ensure timely follow-up.

Prospect Research Support

• Conduct research on current and potential donors using approved tools.
• Provide donor profiles and briefings to support CDO and frontline fundraisers.
• Track cultivation activities in the CRM to ensure coordinated engagement.

Board & Leadership Support

• Prepare donor data and reports for board meetings as requested.
• Support logistics for board-led stewardship and cultivation activities.
• Maintain confidentiality and data integrity in all board-related fundraising support.

Compliance & Best Practices

• Ensure all fundraising operations adhere to IRS regulations and internal policies.
• Stay informed on nonprofit compliance standards and recommend updates as needed.
• Maintain donor data privacy in accordance with applicable laws.

Qualifications

• 7+ years of experience in nonprofit development operations, donor services, or related fields.
• Advanced proficiency with CRM systems (e.g., Raiser’s Edge), Microsoft Excel, and reporting tools.
• Strong understanding of gift processing, donor stewardship, and nonprofit compliance.
• Excellent organizational skills and attention to detail.
• Ability to collaborate effectively with cross-functional teams and leadership.

Why This Role Matters

This position ensures the accuracy, compliance, and efficiency of fundraising operations, enabling strategic leaders and frontline fundraisers to focus on donor engagement and revenue growth. By managing the systems and processes that support fundraising, the Director of Development Operations plays a critical role in sustaining and scaling the organization’s impact.

Key Performance Indicators (KPIs) for the Director of Development Operations

Reporting to: Chief Development Officer

1. Data & Systems Management

Objective: Maintain accurate donor data and support reporting needs for strategic decision-making by the CDO.

• CRM Data Accuracy Rate: = 98% accuracy in donor records (contact info, gift history, coding).
• Report Preparation Timeliness: 95% of standard reports prepared and submitted to CDO within agreed timelines.
• Weekly Data Maintenance: Complete scheduled data audits and updates with no overdue tasks.

2. Gift Entry & Compliance

Objective: Ensure timely and accurate gift processing in accordance with organizational policies.

• Gift Entry Turnaround: 100% of gifts entered within 2 business days of receipt.
• Acknowledgement Processing: 95% of donor acknowledgements initiated within 3 business days.
• Finance Reconciliation Support: Provide accurate gift data for monthly reconciliation with 0% unresolved discrepancies.
• Policy Adherence: 100% compliance with internal gift processing protocols.

3. Grant Tracking Support

Objective: Maintain accurate grant records and assist the CDO with reporting and compliance.

• Grant Record Updates: 100% of grant entries updated within 2 business days of new activity.
• Grant Calendar Maintenance: No missed internal deadlines for grant tracking updates.
• Data Accuracy for Reports: 100% of data provided to CDO for grant reports is validated and error-free.

4. Annual Giving Execution

Objective: Support the execution of annual giving campaigns led by the CDO.

• Campaign Fulfillment Accuracy: 100% of mailing/email lists prepared accurately and on time.
• Donor Segmentation Accuracy: = 98% accuracy in donor segmentation for campaigns.
• Response Logging: All campaign responses entered into CRM within 2 business days.

5. Stewardship Logistics

Objective: Execute timely and meaningful donor engagement activities as directed by the CDO.

• Acknowledgement Timeliness: 95% of donors thanked within 3 business days.
• Stewardship Task Completion: 100% of assigned stewardship tasks completed on schedule.
• Impact Communication Support: Assist in preparing and distributing at least one annual impact message to donors.

6. Prospect Research & Pipeline Support

Objective: Provide accurate and timely research to support major gift cultivation led by the CDO.

• Prospect Profiles Delivered: 100% of requested profiles completed within 3 business days.
• New Prospects Logged: Add at least 5 new qualified prospects to CRM monthly.
• Cultivation Activity Recording: 100% of assigned cultivation steps entered into CRM.

7. Board & Leadership Support

Objective: Provide data and materials to support board fundraising efforts coordinated by the CDO.

• Board Report Preparation: All board meeting materials prepared and submitted to CDO on time.
• Prospect Lists for Board Use: Prepare prospect lists for board review with = 98% accuracy.
• Board Stewardship Coordination: Support logistics for board thank-you calls or events as assigned.

8. Compliance & Best Practices

Objective: Ensure adherence to fundraising policies and ethical standards.

• Policy Adherence Rate: 100% compliance with internal data handling and gift processing policies.
• Audit Readiness: Maintain records in audit-ready format with no compliance flags.
• Training Completion: Complete all required compliance and data handling trainings annually.