Development Services ManagerCatholic Charities of Northwest California

JOB TITLE: Development Services Manager

REPORTS TO: Chief Development Officer

EMPLOYMENT STATUS: Exempt

TIME COMMITMENT: Full-time

Position Summary

The Development Services Manager is responsible for managing and coordinating donor database operations, donor stewardship activities, and donor engagement events that support the Agency\u2019s fundraising goals and strengthen relationships with donors and prospects. This position oversees gift administration, reporting, donor acknowledgement, stewardship activities, and event execution while ensuring integrity, accuracy, and effective use of fundraising systems and donor information.

Working collaboratively with Development, Finance, Marketing and Communications, Agency leadership, Board members, volunteers, and community partners, the Development Services Manager implements fundraising priorities through effective operational processes, donor engagement activities, and fundraising support services. The position serves as a key resource for fundraising administration, reporting, donor stewardship, and event management, helping to ensure an exceptional donor experience and supporting the Agency\u2019s mission through effective systems and process management.

Management Team Functions

1. Responsible for the implementation of strategic initiatives, annual goals, budget guidelines, operational timelines, and data/service integration.

2. Recognize opportunities for improvement and make recommendations for efficiency.

3. Facilitate cross-department collaboration and integration.

4. Manage to agency approved budget and make ongoing recommendations for reductions or additives in expenditures where possible.

5. Manage day-to-day risks.

6. Measure performance to improve the quality of services provided internally and externally.

7. Responsible for day-to-day operations and delivery of the organization\u2019s services.

8. Make recommendations for innovation within assigned service areas.

9. Support all staff in compliance and fidelity with related policies and procedures.

10. Create peer to peer partnerships to establish strong working relationships internally and externally.

11. Complete reports and assist with requests for data and reporting for internal and external evaluation.

12. Work with individual staff to develop personalized training goals and expectations.

13. Implement data systems and gather data to ensure high-quality service internally and externally.

14. Actively implement all available approaches to support the growth and success of staff.

15. Actively role model and create actions and conditions for agency alignment with mission, vision, and values.

Essential Functions

Development Services

1. Administer the Agency\u2019s donor database and fundraising systems, ensuring data integrity, security, accuracy, and usability.

2. Oversee gift processing, pledge administration, constituent management, donor acknowledgements, and related development service activities.

3. Manage database structure, including campaigns, appeals, codes, attributes, segmentation, imports, exports, and system integrations.

4. Establish and maintain procedures, documentation, quality standards, and training resources that support consistent data management and gift processing practices.

5. Conduct data audits, quality-control reviews, and routine maintenance activities to ensure reliable donor information and audit readiness.

6. Provide system support, training, and guidance to staff while promoting effective use of fundraising technology and best practices.

7. Develop and maintain donor queries, segmented mailing lists, dashboards, reports, campaign tracking tools, and data selections that support fundraising activities and decision-making.

8. Monitor fundraising performance metrics; prepare recurring and ad hoc reports; support fundraising appeals and campaigns through donor segmentation, campaign tracking, and analysis; and collaborate with Finance and other departments to support reporting, reconciliation, and continuous process improvement.

Donor Stewardship & Engagement

1. Coordinate donor stewardship, acknowledgment, recognition, and engagement activities that strengthen relationships and encourage continued philanthropic support.

2. Ensure timely, accurate, and meaningful donor acknowledgements, recognition, and communications that enhance the donor experience.

3. Maintain systems and records that track donor interactions, stewardship activities, cultivation efforts, donor commitments, and engagement outcomes.

4. Support donor retention, reactivation, recurring giving, donor upgrade, annual giving, and other donor engagement initiatives.

5. Prepare donor impact reports, stewardship updates, personalized communications, and other donor-facing materials.

6. Coordinate donor meetings, tours, cultivation activities, stewardship touchpoints, and follow-up activities in partnership with development staff.

7. Respond to donor inquiries and provide exceptional customer service to donors, volunteers, and community partners.

8. Collaborate across departments to support consistent donor experience and effective implementation of donor engagement activities.

Donor Events & Special Engagement Initiatives

1. Manage the planning, coordination, and execution of donor cultivation, stewardship, appreciation, acquisition, fundraising, and special campaign events.

2. Oversee event logistics, budgets, timelines, vendor coordination, event registration, guest management, and event technology platforms.

3. Coordinate invitation distribution, guest lists, attendee communications, registration processes, and event participation tracking.

4. Collaborate with Marketing and Communications to develop and maintain event invitations, donor-facing materials, recognition displays, signage, stewardship collateral, and follow-up communications.

5. Prepare event briefings, attendee reports, donor profiles, and related materials for development staff, Executive leadership, other agency leadership, and Board members.

6. Coordinate speakers, sponsors, Board members, volunteers, corporate partners, and community stakeholders involved in Agency events.

7. Provide onsite event management and support, including setup, registration, donor engagement, guest relations, troubleshooting, and post-event activities to ensure a positive donor and guest experience.

8. Monitor event budgets, participation, engagement, and fundraising outcomes, and coordinate post-event stewardship, acknowledgment, and follow-up activities to maximize donor engagement and cultivation opportunities.

One Agency

1. Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.

2. Perform essential job functions with or without reasonable accommodations to the workplace or work processes.

Other Responsibilities

1. Work with Diocese of Santa Rosa and local parishes as appropriate and requested.

2. Requires some travel throughout the Agency\u2019s service area.

3. Requires flexible schedule including weekend and evening work as needed.

4. Perform other related duties as assigned.

Note: Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

A commitment to the agency mission, vision, and values.

A commitment to excellence in everything we do.

A commitment to performance and quality improvement.

A commitment to outcomes and measured results.

A commitment to innovation and to what is possible.

Job Analysis/Job Description Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is often required to stand, walk, travel, and bend. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Must be able to sit or stand for extended periods while using a computer.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Frequent incoming telephone calls, scanners, and copiers as well as a wide range of clients or at times clients in distress contribute to a noise level of average to above average.