Manager, Philanthropy Operations

ChildFund International

Title: Manager, Philanthropy Operations
Div/Dept: F&E
Location: Richmond, VA
Reporting Relationship: Director, Philanthropy

The Manager for Philanthropy Operations manages all internal operations for a robust middle/major donor and planned giving program. This role will require coordination with other functional areas within ChildFund, external vendors, partners, and donors when necessary. Overseeing the timely attention to financial processing, escalated issues, and team metrics. Heavy emphasis on process improvement and improved donor communications. In addition, this role would have oversight and responsibility for Planned Giving administration. This would include working with attorneys, executors and families of deceased donors. Creating clear processes, providing critical timely responses and forecasting of bequests and other tasks needed to create a well-managed Planned Giving program.
ChildFund International is committed to a workplace culture that promotes diversity, equity, and inclusion in all its forms. Furthermore, ChildFund International is committed to ensuring a workplace that safeguards and protects all children, including preventing their sexual exploitation and abuse, as well as preventing the sexual exploitation and abuse of its staff, partners, and program participants.

Support Activities for Philanthropy Team to Exceed Revenue Objectives

  • Execution and oversight of all department financial and reporting activities, to include:

  • Money distribution, coding, adjustments

  • Donor Advised Funds/QCD research and distribution

  • Department budget- team, campaign and vendor expenses

  • Team, campaign and vendor expenses

  • Contract renewals – ensure value is worth investment

  • Incoming travel requests (ensure align with budget)

  • Handle purchases and invoices

    Philanthropy Reporting, to include:

  • metrics, % to goal

  • board documentation and reporting

  • interaction data

  • incoming major gift

  • month end/quarterly and annual reporting

  • Acknowledgment process ownership and redesign

  • Salesforce business owner and lead to support functionality and enhancement builds in SF, specific to Philanthropy

  • Salesforce assignments and reporting

  • Maintain calendar of annual calendar of events for middle and major donor stewardship and appeals

  • Department process reviews and improvements to align with longer term strategic goals and revenue generation

  • Support donor calls, correspondence as needed

  • Liaison for Philanthropy Advisors as needed Planned Giving Bequest Administration

  • Serve as follow up contact and represent ChildFund in working with attorneys, personal representatives/executors, trustees, fiduciaries, and others for probate and trust estates, charitable and perpetual trusts, etc.

  • Assure due diligence in managing open estates, including closely scrutinizing legal and accounting documents; facilitating appropriate and timely responses by ChildFund; identifying challenges to bequest acceptance and strategies to resolve; identifying opportunities for early receipt of funds or for additional gifts from an estate/trust; assess potential claims against an estate to recover open pledges; proactively address lagging estate issues, assuring ChildFund receives all assets/value due; engage other ChlidFund staff and leadership as appropriate, and confirming assets received are placed in the appropriate internal fund/account consistent with donor’s stated intentions

  • Assure due diligence in managing externally held trusts, charitable gift annuities, charitable life insurance commitments and other existing planned gift instruments, including requesting at least annual reporting from trustees/fiduciaries and reviewing fees, distributions, investments, and other aspects of the gift arrangement to assure prudent management in the best interests of ChildFund

  • Manage, refine, and consistently update a comprehensive system for tracking all existing planned gifts and documented planned gift commitments using the CRM database

  • Enter all interactions, deadlines, and meaningful actions into the database of record in a timely manner

  • Provide various reports to internal stakeholders, including the ability to report on open estates and existing trusts, all documented expectancies, and other planned gift reporting as requested by manager/leadership

  • Ensure that all new planned gift commitments and open estates receive appropriate acknowledgement (e.g., thank you, sympathy/condolence)

  • Support Philanthropy Advisors in following up with next-of-kin/family, including obtaining obituary, requesting information about the bequest donor directly from the estate contact, and searching CRM system for affiliated family records

Preferred Skills/Experience

  • At least 5-7 years demonstrated experience in a similar environment, providing operational support, including reporting and analytics for department workflows
  • Successful track record of working in a cross-functional, fast paced organization
  • Track record of leading work, identifying issues and implementing solutions
  • Experience with working with external partners/vendors
  • Analytical and fact-based problem solver with high proficiency in digital tools like Excel/Teams/Sharepoint/Salesforce
  • Intellectually curious with a desire to look for new ways of doing things
  • Manage expansive spreadsheet and database management related to portfolios, campaign data, budgets, projects, etc, advanced use of MS Excel
  • Strong drive to achieve results
  • Impeccable organizational skills and attention to detail – ability to analyze and raise issues with a problem-solving mindset
  • Ability to organize and prioritize own workflow while aligning with the organization’s “big picture”
  • Project and process management skills, including process redesign
  • Versatile team player with a can-do attitude and passion for our mission
  • Strong leadership and communication skills
  • Detail oriented with the ability to handle multiple projects under pressure.
    Bachelor’s degree preferred and 5-7 years of relevant experience.
    Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
    NOTE: All interested applicants must be authorized to work in the U.S. at the time of application.

How to apply

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