Philanthropy Operations Officer

Position: Philanthropy Operations Officer

Duration: Full-time

Location: Washington, DC area, with ability to travel for annual staff retreat; Approximately 2.5 days/week in office.

Job Overview:

Gal?pagos Conservancy is the primary U.S.-based nonprofit dedicated exclusively to the protection and restoration of the Gal?pagos Islands. As a leader in direct on-the-ground conservation action, we work with partners, including the Gal?pagos National Park Directorate, to save imperiled species, rewild the complex ecosystems of the Archipelago, and build a more sustainable society in Gal?pagos.

The Philanthropy Operations Officer is a key member of the Philanthropy and Operations teams, ensuring the smooth functioning of donor operations and gift processing systems. This role is ideal for someone looking to build a career in nonprofit development, fundraising operations, or accounts receivable, and who brings an eye for detail, a heart for systems, and a passion for our mission.

You will maintain donor records, process gifts, support fundraising campaigns, and help build efficient systems that strengthen donor engagement and stewardship. You'll be an essential internal partner in making sure our fundraising and communications teams have the tools, data, and infrastructure to thrive.

Key Responsibilities:

• Ensure that all donations are documented, tracked, and acknowledged
• Receive and process donations (checks, online gifts, ACH, etc.) in coordination with our philanthropy team and under the supervision of our VP of Operations.
• Enter and batch gifts in our CRM (EveryAction).
• Ensure accuracy in gift documentation and digital records.
• Generate and send acknowledgment letters weekly, in coordination with our philanthropy team.
• Respond to donor inquiries, forward them to the right stakeholder, and provide timely customer service.
• Managing the storage and inventory of donated items
• Working with team members and volunteers to ensure efficient handling of donations
• Ensuring compliance with donation-related laws and regulations

• Maintain accurate donor records, update contact information, and document donor interactions.
• Perform routine database hygiene (e.g., deduplicating records, monthly NCOA updates).
• Review and close online giving batches and Conservation Center donations.
• Run reports to support Board reports, fundraising strategy and track progress against goals.
• Collaborate with Philanthropy team and external partners to ensure effective use of EveryAction.

• Work with the Membership Officer, and Major Donors Officers on direct mail appeals and email campaigns.
• Create and manage lists, source codes, and giving pages.
• Coordinate with the printer on quotes, timelines, and file delivery.
• Manage campaign schedules and assignments in Asana, or other project management tool adopted by Galapagos Conservancy.
• Track campaign progress and flag issues or delays.

• Manage incoming mail, organize files, and monitor the member@galapagos.orginbox.
• Answer and direct incoming calls.
• Confirm matching gifts and assist with gift documentation for audits.
• Maintain internal systems that support donor operations and logistics.

Starting Date: Flexible, but as soon as possible up to June 1, 2025.

Requirements

Required:

• 2+ years of relevant experience in nonprofit operations, donor engagement, fundraising support, or gift processing.
• Familiarity with donor databases (EveryAction preferred) and digital donation platforms.
• Strong attention to detail and commitment to data integrity.
• Excellent organizational and time management skills.
• Comfort working both independently and collaboratively.
• Ability to manage multiple projects simultaneously with a positive, solutions-oriented attitude.
• Proficiency with Microsoft Office.
• Passion for Gal?pagos Conservancy's mission.

Preferred:

• Experience with EveryAction, QuickBooks, or similar systems.
• Bilingual in English and Spanish.
• Experience supporting annual audits or fundraising campaigns.

Benefits

Salary and Benefits:

This is a full-time position. Salary competitive based on skills and experience ($55k-$65k). A generous benefits package includes: health, dental, and vision insurance; life insurance; disability insurance; vacation and sick leave; 401k; flexible working hours; and more.

Qualification

Bachelor's Degree