Development Operations Coordinator at Depaul Usa Inc – Chicago, Illinois

DEPAUL USA, INC POSITION DESCRIPTION
TITLE: Development Operations Coordinator
FLSA CLASSIFICATION: Non-Exempt
HOURS: Full-time
RESPONSIBLE TO: Sr. Director of Development
DIRECT REPORTS: None
LOCATION: 1 E. Jackson Blvd. Chicago, IL 60604
COMPENSATION: $18.00 per hour, paid bi-weekly

Mission
Depaul USA supports homeless and marginalized people, providing people experiencing homelessness with purpose and hope for a positive future. Our vision is that everyone has a place to call home and a stake in his or her community. In cities across the nation, we meet people where they are to address their needs. Through a combination of homelessness services and housing, Depaul USA is innovating and bringing real solutions to those facing homelessness.

Depaul USA is a growing, national, not-for-profit organization that serves more than 7,000 people annually and has a combined operating and capital budget in excess of $12.5 million. Our Vincentian values underpin what we do:
• We celebrate the potential of people;
• We put our words into action;
• We aim to take a wider role in civil society; and
• We believe in rights and responsibilities.

Please visit www.depaulusa.org to learn more.

Depaul USA is proud to be an equal-opportunity workplace, and we are firmly committed to creating an equitable and inclusive environment for all employees. If you need reasonable accommodation in any part of the hiring process, please let us know.

Position Description
The Development Operations Coordinator ensures accurate processing and management of donor gifts and fundraising data. This role handles gift entry, donor acknowledgments, CRM maintenance, and coordination with Finance to support reporting, stewardship, and compliance. Reporting to the Sr. Director of Development, the Coordinator partners with Development and Finance staff to maintain consistent and efficient development operations across the organization. This role focuses on operations and data management and does not set fundraising strategy or manage staff.

Primary Duties and Responsibilities
Essential Functions
• Receive, open, and process incoming donations from multiple locations.
• Verify, endorse, log, scan, and prepare check deposits in accordance with internal procedures.
• Coordinate with Finance to ensure timely deposits and accurate gift allocation.
• Prepare and send donor acknowledgment letters, including CEO-signed letters for gifts of $5,000 and above.
• Ensure tribute and memorial gifts are handled correctly and in compliance with policy.
• Respond to donor inquiries related to gifts, receipts, or corrections while maintaining confidentiality.
• Review new and updated donor and gift records for accuracy, completeness, and compliance
• Identify and resolve duplicates, missing data, and coding errors.
• Monitor system integrations between fundraising platforms, the CRM, and finance systems.
• Support returned mail processing and donor research to maintain accurate contact records.
• Respond to time-sensitive and same-day data or reporting requests as needed.
• Create and maintain campaigns, funds, appeals, and restrictions in the CRM under Development leadership guidance.
• Support complex transactions such as soft credits, matching gifts, and board give/get tracking.
• Serve as a point of contact for CRM and data-related questions from Development and Finance staff.
• Maintain and enforce data entry standards and naming conventions.
• Partner with Finance on reconciliations and audit preparation.
• Support Events, Institutional Giving, and Individual Giving teams as needed.
• Flag data risks, system issues, or operational concerns to leadership.

Additional Responsibilities
• Provide coaching and training on CRM usage and data entry standards to new and existing staff.
• Conduct periodic audits of donor and gift records and recommend improvements.
• Identify workflow, system, or data quality improvements and coordinate with appropriate partners.
• Assist with reviewing and analyzing data entered in NewOrg to ensure accuracy and completeness. Compile and prepare quarterly reports in collaboration with the Chief Operating Officer.

General Responsibilities
• Stay informed of current local and national events, trends, and issues, that impact Depaul USA’s work with homeless individuals.
• Strive continuously to develop the role in collaboration with the supervisor to ensure that all tasks are being undertaken in an effective and appropriate manner, meeting the strategic goals and objectives of Depaul USA.
• Participate in internal/external meetings as required, attends training events, conferences, and other functions as necessary.
• Participate in regular supervision and annual evaluations, identifying his or her own developmental and training needs.
• Ensure adherence to all Depaul USA policies and procedures, particularly those relating to Health and Safety, Safeguarding, and the Code of Practice and Confidentiality.
• Contribute to the effective implementation of Depaul USA’s Equal Opportunities Policy as it affects both the organization and its work with this client group.
• Undertake the role in a professional manner maintaining a high-quality standard of work, in accordance with the Vision, Mission, and Values of Depaul USA.

Qualifications
The ideal Development Operations Coordinator is detail-oriented, organized, and experienced in nonprofit fundraising operations, donor services, and data management. This individual demonstrates a strong commitment to donor stewardship, data accuracy, and operational efficiency.
• Associate degree or equivalent combination of education and experience, plus 2–3 years of experience in development operations, donor services, nonprofit administration, or a related support role.
• Demonstrated experience managing donor data, entering and reconciling gifts, generating reports, and preparing donor acknowledgments or correspondence.
• Exceptional attention to detail with a strong commitment to data accuracy, compliance, and confidentiality.
• Proficiency in Microsoft Office and Google Workspace; experience with donor management or fundraising CRM systems required (Network for Good preferred).
• Strong written and verbal communication skills, with the ability to interact professionally with donors, staff, and leadership.
• Proven ability to manage multiple priorities, meet deadlines, and work both independently and collaboratively in a fast-paced environment.
• Adaptability, sound judgment, and initiative to respond to changing operational needs.

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 the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. In the course of performing the job, the person in this position typically spends time sitting, standing, climbing stairs, walking, driving, carrying (20lbs), lifting (20lbs), operating a computer keyboard, and making and receiving telephone calls. Subjected to outside environmental conditions.

Work Schedule:
• Location: Based in the Downtown Chicago Executive Office.
• Hours: Between Monday through Friday, 9:00 AM to 5:00 PM CST.

Benefits:
• Medical, dental, and vision coverage options for you and eligible dependents
• Company provided Basic Life/AD&D & Short/Long Term disability policies.
• 401(k) Retirement plan with employer match
• Generous Vacation, Sick, and Personal leave and 10 Observed holidays

Background Checks:
A background check (including a criminal records check) must be completed as part of the hiring process. Failure to satisfactorily complete the background check may affect application status or applicants’ employment status.

Declaration:
This job description is intended to accurately reflect the duties, responsibilities, and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. Depaul USA and management reserve the right to modify, add, or remove duties and assign other duties as necessary.

Equal Opportunity Employment Statement
Depaul USA is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other status protected under local, state, or federal laws.

Thank you for considering Depaul USA! To apply, please submit your resume.

Deadline: Until Filled

To apply for this position, please visit: https://jobs.appone.com/DepaulUSA