Development Operations Coordinator

Description

 About the Role

The Development Operations Coordinator is a hands-on operational role responsible for supporting the day-to-day administration of GMF’s development systems, with a primary focus on Dynamics 365, data quality, reporting, pipeline tracking, and CRM user support. This position helps ensure that donor, prospect, proposal, and stewardship information is accurate, current, and useful to GMF’s Development team, leadership, and programmatic teams in the US and Europe.

Working closely with the Vice President for Resource Development and colleagues across Development, Finance, Enterprise, Grants, and Program teams, this role supports consistent CRM use, maintains clear development workflows, prepares recurring reports, and assists with moves-management tracking. This role is administrative and analytical, focused on driving team adoption and data discipline across development operations. It also supports the practical application of tools like Microsoft Copilot and Claude for fundraising analysis, prospect segmentation, briefing preparation, and pipeline summaries, within established data-use guidelines.

Essential Duties & Responsibilities

1. CRM Administration & Data Management

• Serve as day-to-day administrator and power user for Dynamics 365 and related development platforms, supporting data entry standards, reporting needs, user questions, and routine system coordination.

• Maintain CRM structures, fields, lists, views, and reports that support donor and prospect records, fundraising pipeline tracking, proposal activity, stewardship steps, and stakeholder engagement.

• Support data governance, quality-control processes, and data hygiene protocols to maintain system accuracy and reliability.

• Coordinate with the Enterprise Team on CRM troubleshooting, system enhancements, reporting improvements, and appropriate use of AI-enabled tools such as Copilot.

• Carry out regular data hygiene activities, including de-duplication, standardization, record review, and routine audits to ensure clean and actionable fundraising data.

2. Pipeline & Moves Management Support

• Maintain and support accurate fundraising pipeline records, including donor cultivation, solicitation, proposal, and stewardship activities across giving levels.

• Support moves-management tracking by keeping stages, next steps, assignments, and activity records current in Dynamics.

• Assist with revenue projection support by preparing pipeline reports, checking data completeness, and flagging inconsistencies for review by the Vice President and development colleagues.

• Track acknowledgement, stewardship, and follow-up steps in the CRM and help ensure donor interactions are recorded accurately and in a timely manner.

• Prepare regular pipeline, portfolio, activity, and trend reports to support Resource Development planning and team discussions.

3. Grants Tracking & Reporting Support

• Support grants management tracking by maintaining relevant CRM records, deadlines, proposal stages, award information, and stewardship notes that connect pre-award activity to post-award follow-up.

• Generate basic reports on grant opportunities, proposal status, deliverables, and funder engagement as requested by Development, Grants, Finance, and Program colleagues.

• Help organize grant and funder information in the CRM so it can support reporting, stewardship, and internal planning.

4. Reporting, Documentation & User Support

• Maintain CRM reports, dashboards, and tracking tools that help the Development team monitor fundraising activity, portfolio progress, stewardship steps, and proposal status.

• Provide day-to-day CRM user support to Development and Program colleagues, including troubleshooting, guidance on data entry, and help using reports and views.

• Create and maintain simple user guides, process notes, report instructions, and CRM documentation to support consistent team practices.

• Support onboarding and refresher training for staff who use Dynamics and related development operations tools.

5. Process Support & Cross-Team Coordination

• Support operational workflows that improve accuracy, reduce errors, and make it easier for teams to track development activity consistently.

• Document data entry standards, deadlines, and CRM protocols, and help colleagues follow agreed-upon processes.

• Monitor data completeness and process follow-through, flagging gaps or inconsistencies for Development leadership rather than directly enforcing accountability across teams.

• Serve as an operational point of contact for tracking cross-team CRM items, reporting needs, and development operations follow-up.

6. AI-Supported Fundraising Analysis & Continuous Improvement

• Use Microsoft Copilot, Claude, and other approved tools to support practical fundraising analysis, donor and prospect segmentation, briefing preparation, meeting summaries, and pipeline reviews.

• Identify opportunities to make CRM reports, templates, workflows, and data summaries more useful for the Development team.

• Apply appropriate data privacy, confidentiality, and responsible-use guidelines when using AI tools or handling donor, prospect, and organizational data.

Internal & External Contacts

Development Team: Daily collaboration on CRM use, data quality, reporting, pipeline tracking, and user support.
Grants Management: Regular coordination on proposal, award, deliverable, and funder tracking information.
Finance Team: Coordination on revenue reconciliation, budget inputs, and related reporting needs.
Enterprise Team: Regular partnership on Dynamics support, troubleshooting, reporting improvements, and approved AI tools.
Program Teams: As-needed coordination on funder, proposal, stewardship, and reporting information.
External Partners: Occasional communication with vendors, consultants, or technical support providers as directed.

Requirements

Knowledge, Skills & Abilities

• Hands-on experience using and administering CRM systems, preferably Dynamics 365, in a fundraising, advancement, or nonprofit operations context.
• Strong attention to detail and commitment to accurate, complete, and well-organized data.
• Ability to produce clear reports, dashboards, lists, and data summaries for development staff and leadership.
• Familiarity with fundraising pipelines, prospect tracking, moves management, stewardship, and donor/prospect records.
• Ability to document processes, train users, troubleshoot routine CRM issues, and support consistent team practices.
• Comfort working across teams and communicating clearly with colleagues who have varying levels of technical experience and myriad cultural contexts.
• Familiarity with Microsoft Copilot, Claude, or similar AI tools for practical analysis, summarization, segmentation, and briefing support.
• Sound judgment regarding confidentiality, data privacy, donor information, and responsible use of technology.
• Interest in GMF’s mission, transatlantic work, and global policy issues.

Education & Experience

Required:
• Bachelor’s degree or equivalent combination of education and relevant experience.
• 2-3 years of experience in development operations, advancement services, CRM/database administration, fundraising operations, nonprofit data support, or a related role.
• Hands-on experience with CRM platforms; Dynamics 365 experience strongly preferred.
• Experience maintaining donor, prospect, proposal, grant, or stewardship records.
• Experience preparing reports, lists, dashboards, or data summaries for internal users.
• Demonstrated ability to support users, document processes, and improve data quality.
• Commitment to mission-driven work and collaborative team culture.

Preferred:
• Experience working in a nonprofit fundraising, think tank, policy, higher education, or advancement environment.
• Direct experience using Dynamics 365 for fundraising, donor management, pipeline tracking, or reporting. Familiarity with NetSuite also helpful but not essential.
• Familiarity with moves-management practices, prospect segmentation, and fundraising analytics.
• Familiarity using AI tools such as Microsoft Copilot or Claude to support analysis, summarization, or briefing preparation.