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About the Role

MAVEN Project aims to provide equitable access to expert healthcare by deploying a network of volunteer physicians to support providers in safety net clinics, leading to better local care for underserved patients. The Advancement Operations and Communications Coordinator is a vital role supporting the Advancement team's fundraising infrastructure, donor engagement, and communications.

Responsibilities

• Serve as a primary user and data integrity lead for Advancement’s CRM, Salesforce, ensuring donor, prospect, campaign, gift, and activity records are timely, accurate, and consistently maintained.
• Manage donor and prospect lists, segmentation, data hygiene, imports/exports, record updates, duplicate resolution, and routine quality-control checks.
• Build and maintain audience segmentation lists to support fundraising appeals, newsletters, stewardship outreach, event invitations, and targeted donor communications.
• Produce recurring fundraising, donor, pipeline, campaign, and prospect reports for Advancement leadership, the CEO, board committees, and other internal stakeholders as needed.
• Develop, maintain, and refine dashboards and performance metrics to track donor engagement, fundraising progress, campaign outcomes, stewardship activity, and moves management.
• Document CRM procedures, naming conventions, data-entry expectations, and reporting workflows to support consistency and continuity across Advancement operations.
• Coordinate with internal team members, third-party vendors, and contracted services to support effective use of Salesforce/NPSP and related Advancement systems.
• Identify opportunities to improve Advancement systems, reduce manual work, strengthen data accuracy, and create more efficient workflows.
• Manage gift processing workflows, including recording gifts, reconciling gift information, tracking restrictions or designations, and coordinating with Finance or other internal partners as needed.
• Prepare, review, and send accurate donor acknowledgment letters, receipts, pledge reminders, and stewardship communications in a timely and professional manner.
• Support donor stewardship plans by tracking touchpoints, follow-up activities, relationship notes, deadlines, and next steps in Salesforce/NPSP.
• Accurately maintain donor files, solicitation records, supporting materials, gift documentation, and related Advancement records in accordance with organizational procedures.
• Support individualized donor strategies by preparing background information, tracking outreach, coordinating follow-up, and helping leadership and board members stay organized around donor engagement.
• Assist with cultivation and stewardship projects for individual donors, institutional funders, prospects, board members, and other key supporters.
• Handle confidential donor, financial, and organizational information with discretion and sound judgment.
• Draft, edit, format, and coordinate donor communications, stewardship materials, impact reports, newsletters, email campaigns, pitch sheets, flyers, presentations, and other Advancement collateral.
• Support the development of mission-centered content that communicates MAVEN Project’s impact, including volunteer physician stories, clinic and provider experiences, donor impact, program outcomes, and patient-centered narratives when appropriate.
• Manage or coordinate website content updates related to Advancement, fundraising, donor engagement, events, impact reporting, and other organizational communications.
• Support social media content planning and execution to promote brand consistency, donor engagement, organizational visibility, and campaign priorities.
• Assist with email production, list segmentation, testing, scheduling, deployment, and post-campaign performance tracking through Mailchimp, Constant Contact, or a comparable email platform.
• Gather stories, data, outcomes, photos, quotes, and supporting materials needed for grant reporting, donor updates, annual/impact reports, and cultivation materials.
• Maintain consistent tone, messaging, formatting, branding, and quality standards across Advancement communications.
• Manage branded merchandise inventory, ordering, coordination, and distribution as needed.
• Support planning, logistics, execution, and follow-up for donor-focused events, cultivation opportunities, webinars, small gatherings, board-related Advancement activities, and other engagement initiatives.
• Track event invitations, RSVPs, attendance, donor/prospect participation, follow-up actions, and post-event stewardship activities.
• Coordinate campaign timelines, communication calendars, production schedules, mailing lists, task assignments, and deliverables to support fundraising appeals and donor engagement efforts.
• Assist with preparing campaign materials, donor briefings, talking points, solicitation packets, presentations, and supporting documentation for leadership and board members.
• Monitor campaign and event outcomes, identify open follow-up items, and provide timely updates to the Director of Strategic Marketing & Advancement.
• Provide project coordination and administrative support to the Director of Strategic Marketing & Advancement and Advancement team priorities.
• Maintain calendars, project trackers, templates, shared files, task lists, reporting inputs, meeting materials, and follow-up logs to keep Advancement work organized and moving forward.
• Coordinate meetings, prepare agendas and materials, capture action items, track deadlines, and follow up with internal and external stakeholders as needed.
• Monitor assigned project timelines, deliverables, dependencies, risks, and resource needs; escalate issues or delays appropriately.
• Support budget tracking, vendor coordination, invoice routing, expense tracking, and other operational needs related to Advancement projects and events.
• Work collaboratively with leaders and colleagues across the organization on special projects, cross-functional communications, reporting needs, and other duties as assigned.
• Maintain a high standard of professionalism, responsiveness, accuracy, follow-through, and customer service in all internal and external interactions.

Requirements

• Bachelor’s degree in business, communications, nonprofit management, marketing, public health, or a related field, or an equivalent combination of education and relevant experience with an Associate’s degree.
• Minimum of two years of relevant professional experience in advancement, development operations, fundraising support, communications, marketing, project coordination, nonprofit administration, or a related function.
• Experience supporting fundraising, donor engagement, communications, data management, or project operations in a nonprofit, mission-driven, health care, public health, or related environment.
• Strong written, editorial, proofreading, and verbal communication skills with the ability to produce clear, polished, audience-appropriate materials.
• Strong organizational skills and ability to manage multiple priorities, deadlines, details, calendars, records, and follow-up items with limited oversight.
• Demonstrated experience maintaining confidential information with discretion, professionalism, and sound judgment.
• Strong interpersonal skills and ability to build positive working relationships with staff, leaders, board members, donors, vendors, volunteers, and external partners.
• Comfort working in a remote environment, collaborating across time zones, and using technology to communicate, document, and manage work.
• Demonstrated interest in health, access to care, community health, public health, or MAVEN Project’s mission.

Skills

• Salesforce experience
• Salesforce Nonprofit Success Pack (NPSP) experience strongly preferred
• Raiser’s Edge or similar CRM experience considered
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Proficiency with shared document management tools
• Experience with email marketing or communications platforms (Mailchimp, Constant Contact, or comparable)
• Ability to create and maintain spreadsheets, lists, dashboards, reports, templates, and project trackers
• WordPress or other website content management system experience preferred
• Social media coordination experience preferred
• Familiarity with brand consistency practices preferred
• Experience with donor research, prospect tracking, campaign reporting, or business intelligence tools preferred
• Experience gathering and organizing stories, outcomes, data, and collateral for grant reporting, impact reporting, or donor stewardship preferred
• Familiarity with nonprofit fundraising practices, donor lifecycles, moves management, and stewardship best practices preferred
• Accuracy and attention to detail
• Strong judgment and discretion
• Written and verbal communication
• Project coordination and follow-through
• Time management and prioritization
• Data quality and analytical thinking
• Relationship-building and customer service orientation
• Adaptability and comfort with ambiguity
• Proactive problem-solving and process improvement
• Commitment to equity, inclusion, and mission-driven work

Location

• Remote

Work Type

• Remote
• Full-time

Experience Level

• Minimum of two years of relevant professional experience

Education Level

• Bachelor’s degree in business, communications, nonprofit management, marketing, public health, or a related field, or an equivalent combination of education and relevant experience with an Associate’s degree.

About the Company

• MAVEN Project envisions a world with equitable access to expert health care.
• We build and deploy a network of expert physician volunteers who offer holistic, ongoing support to providers working in safety net clinics and community health centers, resulting in higher-quality, lower-cost care delivered locally to underserved patients.
• We anticipate the need for our services will grow exponentially over the next several years, driven by a combination of continued economic destabilization, permanent job and employer-sponsored insurance loss, provider shortages exacerbated by burnout, and nationwide diminished health outcomes resulting from delayed care and post-Covid complications.