Details at-a-Glance
● On-Site Location (New Jersey-based position)
● Full Time Schedule (40 hours/week)
● 4-Year Degree Required
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About JAZZ HOUSE KiDS
JAZZ HOUSE KiDS stands at a pivotal moment, marked by substantial growth, expanding impact, and exciting developments across our organization. From the launch of our arts education program in Lower Manhattan in collaboration with Trinity Church NYC, to record- breaking growth in our arts education programming, to producing the largest outdoor jazz festival in the region, and to advancing student success through our JAZZ HOUSE Music Scholars in-school program, we are fulfilling our mission to build young community leaders and global citizens through jazz.
Job Summary
The Development Operations Manager plays a critical role in strengthening the infrastructure of the Development Department. Reporting to the Director of Development, this role oversees the systems and processes that support the accurate processing, tracking, and reporting of all donations, grants, and corporate gifts. The Manager ensures data integrity, drives operational efficiency, manages department workflows and campaign calendars, supports donor stewardship initiatives, and partners closely with Finance to uphold rigorous reconciliation and documentation standards. In addition, this role provides analysis of donor trends and performance insights, conducting research to inform cultivation strategies and support sustainable fundraising growth. This is an opportunity for a detail-oriented systems leader to build strong operational foundations that directly advance fundraising success and mission impact.
Key responsibilities
Development Systems Administration
- Gift Processing + Data Management: Responsible for the accurate and timely entry of confidential donation records into our CRM database, tracking contributions, producing timely and accurate reports, and overseeing CRM database.
- Donor & Grant Recordkeeping: Maintain clear and up-to-date records to track all donor and grant funding and provide reports as required for presentation to senior leadership and the Board.
- CRM Systems Administration: Serve as the Development team’s lead systems administrator: onboard, train, and provide ongoing support to colleagues in CRM use and data integrity best practices.
- Technology Evaluation & Implementation: In collaboration with the Director of Development, evaluate, recommend, and implement new technology tools or upgrades that can enhance fundraising capabilities, donor engagement, and revenue growth.
- Monthly Finance Reconciliation: Working with the Finance team, complete a monthly reconciliation to ensure all donations are accounted for and reported.
- Reconciliation Documentation Management: Take primary responsibility for ensuring that reconciliation communications and all backup documentation are thorough, consistent, and stored in a rational, centralized manner—and attached directly to donor/donation records.
- Administrative & Fundraising Support: Provide administrative and fundraising support to the Development team, including invoicing, assisting in grant proposal reviews, drafting contracts, managing grant agreement approval processes, and tracking reporting requirements.
Reporting + Research
- Reporting Support: Provide assistance for individual donors, grant reports and organizational filings, providing up-to-date financial and other relevant information.
- Donor Meeting Preparation & Participation: Assist the Director of Development and President + Founder in preparing for donor meetings, including conducting research, and developing decks and other collateral.
- Prospect Research: Undertake prospect research and create briefing packets for the Director of Development and President + Founder and senior members of management in preparation for donor and prospect meetings.
- Donor Insights: Provide insights and analytics about the donor base, trends, and identifying opportunities for potential cultivation and donor growth strategy.
- Additional Duties: May be assigned other related duties, as required.
Department Project Management
- Campaign Management: Lead the department calendar for all fundraising campaigns, tracking deadlines, milestones and deliverables, and follow up with other departments as needed.
- Project Updates: Provide daily and weekly updates on project progress, highlighting potential concerns or risks, and ensuring transparency for the organization.
- Project tracking: Track all project deliverables and deadlines through centralized department tools (Asana), and make recommendations on ways to streamline department efforts for greater efficiency.
- Administrative Support: Handle day-to-day administrative functions, including streamlining electronic/physical files..
Qualifications
Education and Experience
- Education Background: bachelor’s degree required, master’s in a related field or advanced studies preferred
- Work Experience: 3 to 5 years related experience supporting or managing development operations in a nonprofit setting, preferably in arts, education, or philanthropy. Experience in membership programs or events at arts or cultural institutions is a plus.
- Availability: Must be able to attend weekend and evening events as necessary.
Skills, Knowledge & Expertise
- Technical Proficiency: High proficiency in Google Suite and MS Office (Excel, Word, PowerPoint), including the ability to perform mail merge, run analytical reports, and manage data. High proficiency of Database Systems (e.g., Bloomerang), Prospect Research Software, and fluency in project-management software, like Asana, are essential. Demonstrated ability to act as a proactive systems owner.
- Communication & Interpersonal skills: Exceptional verbal and written communication skills with the ability to listen, effectively express ideas, and ability to work with all levels of management, board members, donors, and stakeholders with ease, discretion, and diplomacy.
- Work style: Must possess the ability to work effectively as part of a small team in a fast-paced and dynamic atmosphere. Can-do spirit!
- Finance-related: Experience collaborating closely with Finance teams, with proven rigor in reconciliation and documentation practices, while maintaining confidentiality of donor information.
- Attention to detail: Consistent and exemplary attention to detail and organization, especially regarding data management and reporting.
- Strategic Planning & Execution: Possess excellent time management, organization, and research skills with strong attention to detail and discretion. Must be a resourceful problem-solver capable of multitasking, establishing and adapting priorities, and performing efficiently under tight deadlines in a very fast-paced environment.
Personal Characteristics and Other
- Passion for JAZZ HOUSE KiDS’ mission and a strong commitment to fundraising.
- Appreciation of jazz and live music goer
- Ability to lift up to 25 lbs.
- Successful completion of a national background check.
How to Apply:
Qualified candidates should email a cover letter and resume to employment@jazzhousekids.org. Please include the Development Operations Manager in the subject line. No phone calls, please. Salary/benefits commensurate with experience. References may be requested.
JAZZ HOUSE KiDS is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you need assistance or an accommodation due to a disability, please let us know.
