OVERVIEW
MAVEN Project envisions a world with equitable access to expert health care. To make this vision a reality, we build and deploy a network of expert physician volunteers who offer holistic, ongoing support to providers working in safety net clinics and community health centers, resulting in higher-quality, lower-cost care delivered locally to underserved patients.
We anticipate the need for our services will grow exponentially over the next several years, driven by a combination of continued economic destabilization, permanent job and employer-sponsored insurance loss, provider shortages exacerbated by burnout, and nationwide diminished health outcomes resulting from delayed care and post-Covid complications.
Primary Function
Detailed Responsibilities:
The Advancement Operations and Communications Coordinator is a key operational, data, and communications partner for the Advancement team. The role supports fundraising infrastructure, donor engagement, gift processing, Salesforce administration, campaign execution, stewardship, impact communications, and internal reporting.
This position requires a highly organized, detail-oriented professional who can manage multiple workstreams, produce accurate data and communications, maintain confidential donor and organizational information, and support timely follow-through on Advancement priorities. The coordinator will work closely with the Director of Strategic Marketing & Advancement, other organizational leaders, board members, vendors, and external partners to ensure Advancement operations are professional, responsive, accurate, and aligned with MAVEN Project’s mission.
The ideal candidate is comfortable working independently in a remote environment, can prioritize effectively across competing deadlines, and brings strong writing, project coordination, systems, and relationship-management skills.
Essential Responsibilities
Advancement Operations, CRM, and Data Management
- Serve as a primary user and data integrity lead for Advancement’s CRM, Salesforce, ensuring donor, prospect, campaign, gift, and activity records are timely, accurate, and consistently maintained.
- Manage donor and prospect lists, segmentation, data hygiene, imports/exports, record updates, duplicate resolution, and routine quality-control checks.
- Build and maintain audience segmentation lists to support fundraising appeals, newsletters, stewardship outreach, event invitations, and targeted donor communications.
- Produce recurring fundraising, donor, pipeline, campaign, and prospect reports for Advancement leadership, the CEO, board committees, and other internal stakeholders as needed.
- Develop, maintain, and refine dashboards and performance metrics to track donor engagement, fundraising progress, campaign outcomes, stewardship activity, and moves management.
- Document CRM procedures, naming conventions, data-entry expectations, and reporting workflows to support consistency and continuity across Advancement operations.
- Coordinate with internal team members, third-party vendors, and contracted services to support effective use of Salesforce/NPSP and related Advancement systems.
- Identify opportunities to improve Advancement systems, reduce manual work, strengthen data accuracy, and create more efficient workflows.
Gift Processing, Donor Acknowledgment, and Stewardship
- Manage gift processing workflows, including recording gifts, reconciling gift information, tracking restrictions or designations, and coordinating with Finance or other internal partners as needed.
- Prepare, review, and send accurate donor acknowledgment letters, receipts, pledge reminders, and stewardship communications in a timely and professional manner.
- Support donor stewardship plans by tracking touchpoints, follow-up activities, relationship notes, deadlines, and next steps in Salesforce/NPSP.
- Accurately maintain donor files, solicitation records, supporting materials, gift documentation, and related Advancement records in accordance with organizational procedures.
- Support individualized donor strategies by preparing background information, tracking outreach, coordinating follow-up, and helping leadership and board members stay organized around donor engagement.
- Assist with cultivation and stewardship projects for individual donors, institutional funders, prospects, board members, and other key supporters.
- Handle confidential donor, financial, and organizational information with discretion and sound judgment.
Communications, Marketing, and Content Support
- Draft, edit, format, and coordinate donor communications, stewardship materials, impact reports, newsletters, email campaigns, pitch sheets, flyers, presentations, and other Advancement collateral.
- Support the development of mission-centered content that communicates MAVEN Project’s impact, including volunteer physician stories, clinic and provider experiences, donor impact, program outcomes, and patient-centered narratives when appropriate.
- Manage or coordinate website content updates related to Advancement, fundraising, donor engagement, events, impact reporting, and other organizational communications.
- Support social media content planning and execution to promote brand consistency, donor engagement, organizational visibility, and campaign priorities.
- Assist with email production, list segmentation, testing, scheduling, deployment, and post-campaign performance tracking through Mailchimp, Constant Contact, or a comparable email platform.
- Gather stories, data, outcomes, photos, quotes, and supporting materials needed for grant reporting, donor updates, annual/impact reports, and cultivation materials.
- Maintain consistent tone, messaging, formatting, branding, and quality standards across Advancement communications.
- Manage branded merchandise inventory, ordering, coordination, and distribution as needed.
Fundraising Campaigns, Events, and Donor Engagement
- Support planning, logistics, execution, and follow-up for donor-focused events, cultivation opportunities, webinars, small gatherings, board-related Advancement activities, and other engagement initiatives.
- Track event invitations, RSVPs, attendance, donor/prospect participation, follow-up actions, and post-event stewardship activities.
- Coordinate campaign timelines, communication calendars, production schedules, mailing lists, task assignments, and deliverables to support fundraising appeals and donor engagement efforts.
- Assist with preparing campaign materials, donor briefings, talking points, solicitation packets, presentations, and supporting documentation for leadership and board members.
- Monitor campaign and event outcomes, identify open follow-up items, and provide timely updates to the Director of Strategic Marketing & Advancement.
Project Management and Administrative Support
- Provide project coordination and administrative support to the Director of Strategic Marketing & Advancement and Advancement team priorities.
- Maintain calendars, project trackers, templates, shared files, task lists, reporting inputs, meeting materials, and follow-up logs to keep Advancement work organized and moving forward.
- Coordinate meetings, prepare agendas and materials, capture action items, track deadlines, and follow up with internal and external stakeholders as needed.
- Monitor assigned project timelines, deliverables, dependencies, risks, and resource needs; escalate issues or delays appropriately.
- Support budget tracking, vendor coordination, invoice routing, expense tracking, and other operational needs related to Advancement projects and events.
- Work collaboratively with leaders and colleagues across the organization on special projects, cross-functional communications, reporting needs, and other duties as assigned.
- Maintain a high standard of professionalism, responsiveness, accuracy, follow-through, and customer service in all internal and external interactions.
Ongoing Measures of Success
- Gift processing, donor acknowledgments, and stewardship follow-up are completed accurately and on schedule.
- Salesforce/NPSP data is reliable, current, organized, and useful for reporting, segmentation, stewardship, and donor engagement.
- Fundraising reports, dashboards, campaign updates, and board/committee materials are accurate, timely, and easy to use.
- Donor communications and stewardship materials are polished, mission-aligned, and delivered within agreed timelines.
- Campaigns, events, newsletters, and communication projects are well organized, executed effectively, and followed by timely reporting and follow-up.
- Internal stakeholders experience the role as responsive, organized, discreet, collaborative, and solutions oriented.
- Advancement procedures, templates, records, and systems continue to become more consistent, efficient, and sustainable.
Qualifications
- Bachelor’s degree in business, communications, nonprofit management, marketing, public health, or a related field, or an equivalent combination of education and relevant experience with an Associate’s degree.
- Minimum of two years of relevant professional experience in advancement, development operations, fundraising support, communications, marketing, project coordination, nonprofit administration, or a related function.
- Experience supporting fundraising, donor engagement, communications, data management, or project operations in a nonprofit, mission-driven, health care, public health, or related environment.
- Strong written, editorial, proofreading, and verbal communication skills with the ability to produce clear, polished, audience-appropriate materials.
- Strong organizational skills and ability to manage multiple priorities, deadlines, details, calendars, records, and follow-up items with limited oversight.
- Demonstrated experience maintaining confidential information with discretion, professionalism, and sound judgment.
- Strong interpersonal skills and ability to build positive working relationships with staff, leaders, board members, donors, vendors, volunteers, and external partners.
- Comfort working in a remote environment, collaborating across time zones, and using technology to communicate, document, and manage work.
- Demonstrated interest in health, access to care, community health, public health, or MAVEN Project’s mission.
Technical Skills
Required or Strongly Preferred
- Salesforce experience; Salesforce Nonprofit Success Pack (NPSP) experience strongly preferred. Candidates with demonstrated proficiency in Raiser’s Edge or similar will be considered.
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and shared document management tools.
- Experience with email marketing or communications platforms such as Mailchimp, Constant Contact, or comparable systems.
- Ability to create and maintain spreadsheets, lists, dashboards, reports, templates, and project trackers.
Preferred
- WordPress or other website content management system experience.
- Social media coordination experience and familiarity with brand consistency practices.
- Experience with donor research, prospect tracking, campaign reporting, or business intelligence tools.
- Experience gathering and organizing stories, outcomes, data, and collateral for grant reporting, impact reporting, or donor stewardship.
- Familiarity with nonprofit fundraising practices, donor lifecycles, moves management, and stewardship best practices.
Core Competencies
- Accuracy and attention to detail
- Strong judgment and discretion
- Written and verbal communication
- Project coordination and follow-through
- Time management and prioritization
- Data quality and analytical thinking
- Relationship-building and customer service orientation
- Adaptability and comfort with ambiguity
- Proactive problem-solving and process improvement
- Commitment to equity, inclusion, and mission-driven work
Work Environment and Physical Requirements
- This is a remote role that requires reliable availability, internet access and the ability to participate in video meetings, phone calls, and digital collaboration during defined scheduled workweek.
- The role requires regular use of a computer, phone, email, CRM, shared files, and virtual meeting platforms such as Zoom and Teams.
- The employee must be able to manage work across multiple U.S. time zones and may occasionally need to adjust schedules for donor, board, event, or organizational needs.
- Occasional evening availability may be required for donor events, board or committee meetings, or time-sensitive Advancement activities.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.
Other Duties
This job description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all responsibilities, duties, qualifications, or working conditions. MAVEN Project may modify this job description at any time based on organizational needs.
