Philanthropy Operations Specialist

Duties and Responsibilities

Remote Work Capable

Essential Functions:

• Provides operational support for philanthropy activities, including gift processing, constituent record management, financial reconciliation support, fund management, and administration of fundraising projects.
• Maintains accurate and confidential donor, prospect, and constituent information within CRM and other philanthropy systems; prepares reports, dashboards, analyses, and presentations as requested.
• Assists in the planning, execution, and evaluation of annual giving campaigns, direct mail appeals, employee giving efforts, stewardship initiatives, and special fundraising projects.
• Develops, drafts, edits, and coordinates donor and fundraising communications, including acknowledgement letters, pledge reminder letters, appeal letters, proposals, stewardship reports, recognition materials, campaign collateral, presentations, and other content that supports donor engagement, stewardship, solicitation, and fundraising initiatives.
• Conducts prospect research and assists with donor and campaign reporting, segmentation, list management, and fundraising analysis.
• Provides administrative and logistical support for donor events, fundraising events, campaigns, and volunteer engagement activities.
• Supports board and committee activities by coordinating meetings, preparing materials and communications, managing logistics, recording minutes, and maintaining related records.
• Serves as a liaison with vendors and third-party event organizers, assisting with onboarding, compliance requirements, relationship management, and stewardship activities.
• Assists with philanthropy budget administration, invoice processing, purchasing activities, and vendor payment workflows.
• Provides administrative support to philanthropy leadership and staff, including scheduling, meeting coordination, document preparation, filing, and office operations.
• Administers scholarship programs by coordinating promotional activities, application and selection processes, scholarship committees, candidate communications, award administration, stewardship efforts, reporting, and scholarship-related meetings and events.
• Responds to donor, volunteer, and constituent inquiries while maintaining a high level of professionalism, confidentiality, and customer service.

Common Expectations:

• Serves as an active and engaged member of the Philanthropy team by demonstrating WellSpan's values, fostering collaboration, maintaining a donor-centered mindset, and contributing to a culture of service, professionalism, accountability, and continuous improvement.
• Maintains professional growth and development through ongoing learning, seminars, workshops, professional affiliations, and industry best practices to remain current in philanthropy, fundraising, donor relations, and operational excellence.
• Provides exceptional service to donors, volunteers, patients, colleagues, and community stakeholders; fosters teamwork and inclusivity; and promotes innovation, quality, and responsible stewardship of philanthropic resources.