Job Purpose: To provide strategic business and systems administration with a strong emphasis on CRM management. This role ensures the integrity, optimization, and effective utilization of the organization’s CRM platform, including data analysis, reporting, and automation. The CRM & Operations Coordinator also supports the Executive Director with administrative and operational management. As a member of the Leadership Team, this position is key to driving administrative and technological effectiveness across the organization.
KEY RESPONSIBILITIES
CRM & Data Systems Management
- Serve as the primary administrator for the organization’s CRM (e.g., Virtuous), ensuring data integrity, security, and optimal configuration.
- Design and maintain automated workflows, integrations, and data pipelines between CRM and third-party platforms.
- Develop and manage dashboards and reports for donor engagement, fundraising performance, and operational insights.
- Conduct regular audits and data hygiene processes to ensure accuracy and consistency across systems.
- Train staff in CRM usage and best practices; develop documentation and user guides.
- Collaborate with Development and Finance teams to align CRM data with organizational goals.
Business Administration
- Oversee administrative operations to ensure efficiency and compliance.
- Manage contracts, leases, licenses, permits, and vendor agreements.
- Maintain and update organizational policies, procedures, and compliance documentation.
- Evaluate and recommend new technologies to improve administrative workflows.
Financial & Reporting
- Reconcile CRM donation records with financial systems to ensure accuracy.
- Import and validate donation data from external platforms.
- Oversee donor deposits and ensure timely data entry and acknowledgment.
- Generate donor receipts, statements, and year-end giving summaries.
- Produce financial and operational reports for internal stakeholders.
Development Support
- Support the Development Director with donor engagement tracking, RSVP lists, and thank-you note workflows.
- Provide CRM-based insights for donor segmentation and campaign performance.
- Coordinate logistics and technical support for fundraising events.
Systems Administration
- Work with external IT provider to ensure smooth operations across all locations.
- Maintain inventory of IT assets and oversee lifecycle management.
- Monitor and optimize software systems to meet evolving organizational needs.
- Prepare and manage the annual IT budget.
Personnel Responsibilities
- Supervise the Executive Assistant and ensure task completion.
- Assist with onboarding processes, including systems access and training.
Other Responsibilities
- Participate in staff meetings and organizational events.
- Provide support for fundraising initiatives as needed.
Qualifications
- Committed Christian with a personal relationship with Jesus Christ.
- Strong alignment with the organization’s pro-life mission and values.
- Agreement with the ministry’s Statement of Principle, Statement of Faith, and policies.
- Demonstrates integrity, humility, and professionalism in all interactions.
- High emotional intelligence and ability to remain composed under pressure.
- Self-motivated and capable of working independently and collaboratively.
- Proven ability to handle confidential information with discretion.
- Excellent verbal and written communication skills.
- Experience in team management and supervision.
- Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams), with emphasis on data analysis, document creation, and presentation development.
- Strong organizational skills and attention to detail.
- Experience with CRM platforms (preferably Virtuous or similar), including administration, reporting, and automation.
- Familiarity with data analytics tools and techniques is a plus.
- Meets all requirements outlined in the Center application.
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