Zoological Society
Job Title:
Development Operations Specialist Department:
Development Reports To:
Vice President of Development Position Type: Full-Time, Non- Exempt (Hourly) Hourly Pay Range:
$21.50-$24.00 per hour (commensurate with experience and qualifications)
Position Summary
The
Development Operations Specialist
plays a critical strategic and operational role in advancing the fundraising efforts of the
Pittsburgh Zoo & Aquarium . This position is responsible for leading the Zoo's development systems and data infrastructure, supporting compliance and donor stewardship, and optimizing cross-departmental alignment with Finance, Communications, and Programs.
This role requires a sharp analytical thinker with a deep understanding of CRM systems, data integrity standards, nonprofit compliance, and fundraising best practices. The Specialist serves as a key internal advisor, providing actionable insights, maintaining regulatory adherence, and ensuring that the Development Department operates efficiently, ethically, and strategically.
Key Responsibilities
Fundraising Data Strategy & CRM Oversight Own and manage the organization's donor database (Altru) from the Development Department's perspective, ensuring optimization, integrity, and alignment with fundraising goals. Develop, document, and enforce internal protocols for gift data entry, segmentation, and system use. Evaluate and implement new technologies and tools to enhance fundraising operations and analytics. Regularly audit data systems and recommend improvements to leadership. Gift Processing & Acknowledgment
Oversee the end-to-end process of gift entry, donor acknowledgment, and receipting to ensure timeliness and accuracy. Coordinate with Finance to ensure proper gift classification (e.g., restricted vs. unrestricted), and reconcile revenue monthly. Maintain documentation and workflows to support compliance with audit and donor reporting requirements. Compliance & Best Practices
Ensure compliance with fundraising ethics, donor confidentiality protocols, IRS regulations, and data privacy laws (e.g., GDPR, CAN-SPAM). Serve as an internal resource for legal, ethical, and policy-related questions concerning donor data and fundraising practices. Monitor and implement nonprofit best practices across development operations. Cross-Departmental Collaboration & Integration
Partner with Communications, Finance, and Program teams to ensure messaging alignment, coordinated donor engagement, and accurate tracking of restricted funding. Assist in developing reports and dashboards that connect financial, programmatic, and fundraising data for leadership and board use. Provide strategic input on campaign execution based on donor behavior and engagement patterns. Grants Administration & Strategic Support
Support the development and management of grant tracking systems to monitor submissions, deadlines, and reporting obligations. Assist in researching prospective grant opportunities, writing and submitting annual operation grant requests, and support compliance-related aspects of grant reporting. Provide data analysis and reporting to support funding renewals and new proposals. Adopt an Animal Program
Manage all aspects of the Adopt an Animal program, including fulfillment, donor acknowledgment, and program performance tracking. Identify opportunities to enhance donor experience and grow the program's reach. Qualifications:
Bachelor's degree preferred; coursework or certification in nonprofit management, fundraising, data systems, or business administration beneficial. Commensurate experience accepted in lieu of degree. Minimum 3-5 years of experience in nonprofit fundraising operations, development services, or database administration. Advanced proficiency with CRM platforms (e.g., Altru), Excel, and reporting tools; experience with data visualization software (e.g., PowerBI) a plus. Demonstrated ability to analyze complex data and synthesize key insights for strategy development. Strong understanding of nonprofit compliance, donor privacy laws, and gift documentation practices. Excellent organizational, written, and verbal communication skills. High degree of discretion and professionalism when handling confidential information. Self-starter who thrives in a collaborative environment and is committed to continuous improvement.
Development Operations Specialist Department:
Development Reports To:
Vice President of Development Position Type: Full-Time, Non- Exempt (Hourly) Hourly Pay Range:
$21.50-$24.00 per hour (commensurate with experience and qualifications)
Position Summary
The
Development Operations Specialist
plays a critical strategic and operational role in advancing the fundraising efforts of the
Pittsburgh Zoo & Aquarium . This position is responsible for leading the Zoo's development systems and data infrastructure, supporting compliance and donor stewardship, and optimizing cross-departmental alignment with Finance, Communications, and Programs.
This role requires a sharp analytical thinker with a deep understanding of CRM systems, data integrity standards, nonprofit compliance, and fundraising best practices. The Specialist serves as a key internal advisor, providing actionable insights, maintaining regulatory adherence, and ensuring that the Development Department operates efficiently, ethically, and strategically.
Key Responsibilities
Fundraising Data Strategy & CRM Oversight Own and manage the organization's donor database (Altru) from the Development Department's perspective, ensuring optimization, integrity, and alignment with fundraising goals. Develop, document, and enforce internal protocols for gift data entry, segmentation, and system use. Evaluate and implement new technologies and tools to enhance fundraising operations and analytics. Regularly audit data systems and recommend improvements to leadership. Gift Processing & Acknowledgment
Oversee the end-to-end process of gift entry, donor acknowledgment, and receipting to ensure timeliness and accuracy. Coordinate with Finance to ensure proper gift classification (e.g., restricted vs. unrestricted), and reconcile revenue monthly. Maintain documentation and workflows to support compliance with audit and donor reporting requirements. Compliance & Best Practices
Ensure compliance with fundraising ethics, donor confidentiality protocols, IRS regulations, and data privacy laws (e.g., GDPR, CAN-SPAM). Serve as an internal resource for legal, ethical, and policy-related questions concerning donor data and fundraising practices. Monitor and implement nonprofit best practices across development operations. Cross-Departmental Collaboration & Integration
Partner with Communications, Finance, and Program teams to ensure messaging alignment, coordinated donor engagement, and accurate tracking of restricted funding. Assist in developing reports and dashboards that connect financial, programmatic, and fundraising data for leadership and board use. Provide strategic input on campaign execution based on donor behavior and engagement patterns. Grants Administration & Strategic Support
Support the development and management of grant tracking systems to monitor submissions, deadlines, and reporting obligations. Assist in researching prospective grant opportunities, writing and submitting annual operation grant requests, and support compliance-related aspects of grant reporting. Provide data analysis and reporting to support funding renewals and new proposals. Adopt an Animal Program
Manage all aspects of the Adopt an Animal program, including fulfillment, donor acknowledgment, and program performance tracking. Identify opportunities to enhance donor experience and grow the program's reach. Qualifications:
Bachelor's degree preferred; coursework or certification in nonprofit management, fundraising, data systems, or business administration beneficial. Commensurate experience accepted in lieu of degree. Minimum 3-5 years of experience in nonprofit fundraising operations, development services, or database administration. Advanced proficiency with CRM platforms (e.g., Altru), Excel, and reporting tools; experience with data visualization software (e.g., PowerBI) a plus. Demonstrated ability to analyze complex data and synthesize key insights for strategy development. Strong understanding of nonprofit compliance, donor privacy laws, and gift documentation practices. Excellent organizational, written, and verbal communication skills. High degree of discretion and professionalism when handling confidential information. Self-starter who thrives in a collaborative environment and is committed to continuous improvement.