Development Operations Supervisor

About Pets in Need

Our mission is to provide animals with loving care and lasting homes, to partner with communities striving to do the same, and to advance our no-kill legacy.

About the role

The Development Operations Supervisor, reporting to the Director of Development and Marketing, plays a vital role within the Development Team and the organization as a whole. This team's primary responsibility is to secure essential funding to offer life-saving care to animals within our shelters, and in the wider community.

The ideal candidate possesses enthusiasm for nurturing donor relationships, excels in data analytics and fundraising strategies, and possesses a proficient understanding of database management. This role is the Operational backbone of our fundraising program, supporting daily revenue processing, data management, donor acknowledgements, reporting, and cross-department coordination. Key responsibilities include precise revenue data entry, overseeing acknowledgment letter processing, and compiling data analytics. In addition, the role actively engages in cultivation and stewardship events and supports the team in other capacities as needed. This role ultimately protects donor trust, financial integrity and Pets In Need’s ability to grow.

What you'll do

Gift Processing & Revenue Operations

• Process gifts from multiple channels including online platforms, checks, donor-advised funds, corporate matching programs, and third-party vendors
• Manage daily gift entry, coding, batching, and reconciliation
• Ensure accurate fund, appeal, and campaign attribution
• Coordinate with Finance to support monthly reconciliation and audit readiness
• Track pledges, recurring gifts, matching gifts, and tribute gifts
• Maintain timely and accurate donor acknowledgments and tax receipts

CRM & Data Management (Salesforce Priority)

• Serve as a primary administrator for Salesforce and integrated fundraising systems
• Maintain high standards of data hygiene, deduplication, relationship mapping, and reporting accuracy
• Assist with imports, exports, campaign setup, reporting dashboards, and data audits
• Support the continued improvement and documentation of development systems and workflows

Reporting & Analytics Support

• Produce routine and customized reports for campaign tracking, donor activity, revenue forecasting, and leadership updates
• Conduct basic data analysis and quality control checks
• Support the Development team with insights that improve decision-making and donor engagement

Donor Communications & Mailings

• Support mail merges and targeted donor communications using Microsoft Word and Excel
• Assist with acknowledgment letters, donor stewardship communications, and tribute/memorial mailings
• Ensure donor-facing materials are accurate, timely, and aligned with the Pets In Need brand

Team & Cross-Department Collaboration

• Partner closely with Development & Marketing, Finance, and Programs & Operations
• Support internal documentation and process improvements
• Assist with onboarding and supporting volunteer gift processors
• Provide operational support for select development events and campaigns
• May be asked to assist with Board Meeting preparations

Confidentiality & Data Ethics

• Maintain the highest level of integrity, confidentiality, and professionalism when handling donor records, financial data, and personal information
• Adhere to all organizational policies related to data security, privacy, and ethical fundraising practices
• Exercise discretion and sound judgment when accessing, processing, or sharing sensitive information.

Events

• Support event registrations and pre-event payments.
• Provide onsite event support.
• Research and manage vendor relations.
• Provide on-site support at fundraising and community events as needed.
• Perform other job-related duties as required to support the mission and goals of Pets In Need
• Support cross-functional projects and operational needs as assigned

Other Duties As Assigned

Qualifications

• Some college or equivalent education
• 2–4 years of experience in nonprofit development operations, gift processing, CRM administration, or a related field
• Hands-on CRM experience is required (Salesforce strongly preferred)
• Proficiency in Microsoft Excel and Microsoft Word (mail merge experience required)
• Exceptional attention to detail and commitment to data accuracy
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent verbal and written communication skills
• High level of professionalism and discretion when handling confidential donor information
• Detail-driven and highly organized
• Systems-minded and solution-oriented
• Collaborative team player with a positive, adaptable attitude
• Comfortable learning new software and improving workflows
• Calm and focused in fast-paced, high-volume giving seasons
• Mission-aligned with a genuine passion for animal welfare
• Previous experience managing Volunteers.

Preferred Qualifications

• Experience with online giving platforms, corporate matching gifts, and event-based fundraising tools
• Background in animal welfare, healthcare, human services, or mission-driven nonprofits
• Familiarity with donor acknowledgment regulations and financial reconciliation processes
• Knowledge of Planned Giving Programs

Physical Requirements

• Ability to lift up to 15 pounds (mail bins, event materials, supplies)
• Ability to sit or stand for extended periods
• Ability to perform repetitive tasks requiring fine motor skills
• Ability to work occasional evenings and weekends for events
• Visual and auditory acuity for data review and communication