Donor Operations Project Manager

Description

Donor Operations Project Manager

Reports to: Director of Advancement

Incumbent: N/A

Division: Development (Major Donor)

Status: Regular, Full-Time

FLSA Classification: Exempt

Date: November 2026

Job Summary:

The Donor Operations Project Manager owns and executes the operational, project management, and systems foundation of the major donor program. This role is responsible for ensuring donor communications, reporting, grants, events, data systems, and accreditation requirements are executed with excellence, accuracy, and consistency. Working closely with Development leadership and cross-functional teams, the Donor Operations Project Manager drives execution, maintains clarity across workflows, and ensures donor-facing initiatives are delivered on time and aligned with ministry priorities.

SUPERVISORY RESPONSIBILITIES

• N/A

DUTIES/RESPONSIBILITIES

Major Donor Communications & Fundraising Operations

• Manage direct mail print production and execution for major donor communications, including quarterly impact reports, annual reports, and cases for support.
• Coordinate email communications for major donors, including ActiveCampaign setup, segmentation, and scheduling.
• Oversee birthday and Christmas card programs for Major Donor portfolios, including Handwrytten management, Asana project management, and coordination with individuals writing and sending cards.
• Maintain the major donor communication Google calendar and ensure alignment with the broader development Roadmap

Systems, Data, & Reporting

• Own Virtuous CRM operations for the major donor team, including list pulling, segmentation, tagging updates, automation maintenance, and data integrity.
• Manage lapsed major donor campaign list pulls and coordination with team members for follow-up efforts.
• Build and maintain complex spreadsheets using Excel formulas for weekly and monthly donor reports, event revenue tracking, and matching grant targets.

Grants & Accreditation Management

• Own and manage foundation grant applications and reporting, including application project management, maintaining deadlines, grant portals, compliance tracking, reporting requirements, and follow-up documentation.
• Manage donor-related accreditations and public profiles, including Excellence in Giving, ECFA, GuideStar/Candid, and audited financial uploads.
• Track grant revenue, in coordination with Development leadership.

Major Donor Events & Partner Board Management

• Plan, manage, and execute major donor and partner board events in conjunction with the Director of Advancement, including timeline management, internal coordination, vendor support as needed, budgeting collaboration, and post-event revenue and performance reporting.
• Support Partner Board management, including quarterly communications, and maintaining accurate membership records.

Cross-Team Project Management

• Serve as a central project manager across development, marketing and operations teams to ensure timelines, deliverables, and dependencies are met.
• Coordinate design and copy review workflows on Asana with internal teams to ensure donor-facing materials are accurate, timely, and on brand.
• Proactively identify gaps, missed handoffs, or stalled projects and drive them forward to completion.
• Ensure that performance and conduct align with the ministry’s Statement of Faith, Core Values, Organizational Playbook, and Employee Handbook.
• Perform all other duties as assigned by the Director of Advancement.

Requirements

REQUIRED SKILLS/ABILITIES

• Strong project management instincts with the ability to coordinate across multiple teams and proactively drive work forward.
• Demonstrated proficiency in systems such as Virtuous (or other donor CRM experience), Asana, BeehivvActiveCampaign (or other Email delivery experience), Google Workspace, AI skills, and shared drives.
• Demonstrated ability to independently manage grant application processes from start to finish.
• Experience in direct mail print production and email set-ups for mass communication purposes.
• High attention to detail when managing donor data, automations, tagging, and reporting accuracy.
• Exceptional organizational skills with the ability to manage recurring tasks, seasonal campaigns, and overlapping deadlines.
• Strong written communication skills for donor correspondence, reports, internal coordination, and project documentation.
• Working proficiency in Excel and Google Sheets, including advanced formulas and pivot tables used for donor reporting, segmentation, and revenue tracking.
• Demonstrated ability to independently plan and execute fundraising events.
• Relational, steady, and dependable, with a willingness to own the operational backbone of the donor program.
• Proven follow-through, reliability, and ownership similar to a high-trust internal operator.
• A true team player with initiative, hunger to learn, and comfort navigating ambiguity.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree preferred or equivalent professional experience.
• 4+ years of experience in donor relations, development operations, project management, executive administration, or related fields.
• Demonstrated experience in donor CRM system management, managing grants, print and digital donor communications, executing fundraising events, and operational reporting and execution across teams.
• Must reside in the Dallas–Fort Worth area.