Advancement Associate, Advancement Operations & Planning

Job Title: 

Advancement Associate, Advancement Operations & Planning

Reports to:

Assistant Vice President, Advancement Operations & Planning

Supervisory Position: 

No

Position Status:

Full Time

Travel Required:

No

Hybrid:

Yes

Date:

October 1, 2026 

Position Summary 

The Advancement Associate, Advancement Operations & Planning, supports the effective administration of fundraising operations, with a focus on prospect management, donor data, gift processing, stewardship, and cross-functional projects. This role maintains accurate constituent information, prepares reports and materials, coordinates acknowledgment and recognition activities, and tracks follow-up to help ensure timely, consistent execution. Working collaboratively across Advancement teams, the associate helps strengthen data quality, operational efficiency, and the donor experience. The ideal candidate is highly organized, detail-oriented, responsive, and able to manage multiple priorities in a fast-paced environment.

Roles and Responsibilities

Prospect Management and Research Support

• Support the administration of GBFB’s prospect management program, moves management, moves management plans, and prospect status updates.
• Assist with prospect identification, qualification, and data-enrichment projects.
• Research and update donor contact information, communication preferences, and other constituent data.
• Prepare and update prospect lists, reports, meeting materials, and other resources for fundraising staff.
• Track follow-up items and help ensure prospect management activity is documented consistently.
• Coordinate with Prospect Research and frontline fundraisers to address data needs and maintain current prospect information.

Administrative and Project Management Support

• Coordinate cross-functional projects across Senior Management Group portfolios, working with managers to drive execution and alignment.
• Serve as backup as needed to help prepare routine reports, lists, and data extracts to support fundraising, stewardship, and prospect management activities.
• Collaborate with colleagues across Advancement and other departments to complete projects and resolve data or processing questions.
• Work with Advancement Operations, Donor Relations, and Prospect Research on managing project timelines and deadlines to ensure timely results.
• Identify opportunities to improve data quality, operational efficiency, and the donor experience.
• Serves as a backup for customer service/support inquiries for Advancement when needed.
• Support special projects and perform other duties as assigned.

Gift Processing and Donor Data Administration

• Provide additional gift-processing support during periods of high donation volume.

• Provide additional support in linking matching gift records in the database during high-volume periods.

Donor Acknowledgment and Stewardship

• Support timely and accurate donor acknowledgment processes across fundraising programs by providing backup for reporting and review needs.
• Organize, update, and maintain acknowledgment templates and supporting materials.
• Support welcome and stewardship communications for new, recurring, re-engaged, and giving society donors.
• Coordinate with Donor Relations and fundraising teams to ensure donors receive appropriate recognition and stewardship.

Skills & Qualifications 

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Experience supporting fundraising, nonprofit operations, customer service, finance, data administration, or related functions is preferred.
• Strong attention to detail and demonstrated ability to enter, review, and maintain accurate data.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook. Experience using a constituent relationship management or fundraising database is preferred.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Clear written and verbal communication skills and the ability to collaborate effectively with colleagues and stakeholders.
• Sound judgment and discretion when handling confidential donor and organizational information.
• Commitment to providing responsive service and supporting a positive donor experience.
• Demonstrates the required digital competencies that result in the effective usage of the full range of digital technologies at GBFB.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to work in an office environment. 
• Ability to sit for up to 3 hours at a time.
• Ability to lift up to 25 pounds with or without assistance.
• Ability to use hands for simple grasping and fine manipulations. 
• Ability to travel based on business needs. 

Work Location

• Hybrid: This role follows a hybrid schedule working in accordance with GBFB’s hybrid work policy on the team’s designated days. This schedule is subject to change based on the organization’s mission to end hunger.