Development Operations Assistant

PURPOSE OF POSITION:

The Development Operation Assistant supports the operations of the development department and donor engagement efforts by managing the donor database and donor data quality, enhancing, and executing the donor acknowledgement process, and performing other administrative tasks. This position works closely with the Finance team and is responsible for tracking, recording and reporting donations ESSENTIAL DUTIES AND RESPONSIBILITIES: Covenant House Florida reserves the right to unilaterally modify, remove, or add to any of the following: Accurately enter and maintain donor and gift information in the CRM database, ensuring completeness, consistency, and data integrity across all records. Produce and maintain the daily donation log and reconcile donation records with the Finance Department on a regular basis to ensure accurate revenue tracking, coding, and reporting. Reconcile donation records with the Finance Department on a regular basis to ensure accurate revenue tracking, coding, and reporting. Sort, distribute, and process incoming/outgoing mail and official correspondenc Research and resolve discrepancies related to gifts, donor records, and revenue coding to ensure proper attribution and financial alignment. Prepare, process, and coordinate timely distribution of acknowledgment letters, tax receipts, stewardship communications, and related correspondence for review and signature by the Chief Executive Officer and/or Chief Development Officer Generate and distribute routine reports from the CRM, including contribution, attribution, stewardship, lapsed donor, and campaign performance reports for the Chief Development Officer. Provide administrative support for quarterly Board meeting and monthly Development Committee meetings, including preparation of materials and reports. Coordinate administrative logistics for donor communications and solicitations, including mailings, materials preparation, and tracking of follow-up actions. Prepare background summaries, briefing documents, and donor profiles to support meetings and major donor conversations for the Chief Executive Officer and the Chief Development Officer. Participate in additional Covenant House Florida programs, events, and activities as assigned.

JOB REQUIREMENTS:

EDUCATION:

High School Diploma required. Associates, industry specific certification or BA preferred

EXPERIENCE:

One to three years of experience in a secretarial role or related field. Nonprofit experience and basic bookkeeping knowledge preferred

SCHEDULE:

This position is Part-Time and typically scheduled Monday-Friday during normal business hours. This is not a remote position

SKILLS:

Highly developed interpersonal skills with a proven ability to cultivate strong relationships, collaborate effectively with internal and external stakeholders, exercise sound judgment, make independent decisions, and effectively navigate complex situations with minimal supervision. Outstanding communication and relationship-management abilities, demonstrated through professional verbal interactions, written communications, and presentations. Strong organizational and multitasking abilities, with demonstrated success managing multiple projects, priorities, and deadlines simultaneously.

TRANSPORTATION:

Must have a valid Florida Driver’s License with acceptable driving record. May need to transport staff and/or items if required.

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may work occasionally in outside weather conditions. The noise level in the work environment is usually moderate to loud. Must be able to lift up to 20 lbs. Ability to work standing, walking, and/or sitting a minimum of 8 hours per day/shift. Some weekend/holiday work may be required. Ability to drive agency or personal vehicles to transport items and/or persons. Ability to travel as needed for training or to fulfill job requirements.

SUPERVISORY DUTIES:

There are no supervisory responsibilities with this position.

EQUIPMENT USED:

Operating office equipment includes printers, copiers, fax machines and multimedia instruments. Must be proficient in usage of MS Word, Excel, PowerPoint, Outlook, and Google Office Suite, and internet-based software. Experience with donor data software preferred.

Due to licensing requirements, Covenant House Florida applicants will not be permitted to begin employment service until they have been cleared by a Florida and national criminal background search. Please see the link below to the new Care Provider Background Screening Clearinghouse Education and Awareness website. This site was implemented under the directive of HB 531 (2025). https://info.flclearinghouse.com All applicants for employment will be responsible for the cost associated with instituting background checks and will be eligible for reimbursement after 90 days of service. Equal opportunity is a fundamental principle at Covenant House Florida. Employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, age, national origin, marital/parental status, political affiliation, citizenship, disability, genetic information, veteran/ military status, or any other protected characteristic as established under law.