Director of Development Administration

Who We Are:

Philadelphia Zoo works to fulfill our mission as an animal care organization, as a resource to schools and families, and as an ark and advocate for endangered animals around the world.

What makes the Zoo a unique place to work? Whether you are involved with caring for animals, educating our visitors or working in a behind-the-scenes position in administration, maintenance or garden services, all of our positions share our institutional mission, purpose, and core values.

Who We Are Looking For:

Reporting to the Chief Development Officer, the Director of Development Administration plays a lead role in overseeing and optimizing the systems, processes, and infrastructure that support the fundraising efforts of the Philadelphia Zoo. 

This includes managing donor databases and overseeing gift processing and data management, streamlining processes tracking and reporting on fundraising performance and ensuring the efficient flow of information across all development functions. The ideal candidate will have a strong background in nonprofit development operations, data management, and project coordination, with the ability to work collaboratively across teams to ensure that the Zoo’s fundraising goals are met effectively and efficiently.

The ideal candidate is a creative problem solver who is energized by organizing and optimizing processes; possesses a mindset oriented toward continuous improvement; and can effectively collaborate across functions and teams.

What You Will Do: 

Development Operations Management:

• Lead the strategy and execution of all development operations, ensuring smooth, efficient processes to support fundraising activities, donor stewardship, and reporting.
• Oversee the donor database and connected systems, ensuring accurate and timely entry of donor information, pledges, and gifts.
• Develop and implement policies and procedures for data management, gift processing, and reporting to ensure compliance with industry standards and organizational needs.
• Provide operational support for the planning and execution of fundraising campaigns, events, and special initiatives, creating tailored solutions as needed. 
• Continually monitor, refine, and improve processes around gift and pledge entry, data management, pledge reminders, acknowledgement/tax receipts, compliance, and reporting to align with industry best practice.

Data Management and Reporting:

• Ensure accurate tracking and reporting of all donor and fundraising activities. 
• Develop and maintain dashboards and reports to track fundraising progress against goals for both annual and multi-year campaigns, identify trends, and provide insights for decision-making.
• Regularly audit and clean donor data to ensure its accuracy and integrity.
• Work closely with the finance team to reconcile donations and pledges and ensure that all donor information is aligned with financial records.

Systems Optimization:

• Evaluate and recommend new technologies, tools, and software to enhance development operations and increase efficiency.
• Serve as the primary liaison with vendors and consultants for development software, donor databases, and other tools.
• Train and support the development team in the use of fundraising and CRM software, ensuring all staff are proficient in data entry, donor management, and reporting.

Cross-Departmental Collaboration:

• Work closely with the communications, finance, and information technology teams to ensure alignment between development operations and organizational priorities.
• Collaborate with the development team to enhance donor stewardship strategies and ensure donors receive timely and accurate acknowledgments and communications.

Strategic Planning and Leadership:

• Lead the development and execution of short- and long-term plans to continually improve development operations and efficiency.
• Work with the Chief Development Officer and development team colleagues in setting fundraising goals, strategies, and an annual budget that align with the Zoo’s overall mission and vision. 
• Provide leadership and guidance to two direct reports, ensuring a cohesive and high-functioning development team. 

What This Role Requires:

• Bachelor’s degree required. 
• Minimum of 7-10 years of experience in nonprofit development/advancement operations, with at least 2 years in a leadership or managerial role.
• Strong experience with donor databases, CRM systems, fundraising software, and e-mail marketing systems. Experience with Salesforce strongly preferred.
• Experience developing business rules and processes related to the adoption and effective use of information systems organization-wide
• Analytical and quantitative skills appropriate for leading teams and projects related to data quality and data analysis to inform decision-making.
• Proven project management skills, with a track record of managing multiple tasks and deadlines simultaneously.
• Excellent interpersonal and communications skills. Must be able to work across organizational divisions to maximize results
• Excellent written and verbal communication skills.
• Strong attention to detail and a commitment to accuracy.
• Familiarity with compliance and regulatory standards in nonprofit fundraising.
• Knowledge of fundraising best practices, including major gifts, corporate partnerships, membership-based programs, and grant management.
• Ability to think strategically, solve problems, and adapt to changing needs in a fast-paced environment.
• Possess soft skills including grit and resiliency, as well as have an entrepreneurial spirit. 
• Ability to manage multiple projects simultaneously, prioritize effectively, and meet deadlines.
• Collaborative and adaptable, able to work effectively with a range of internal stakeholders.
• Experience working with board members and volunteers in a fundraising context, including with development, finance, and audit committees. 

Traits We Are Looking For:

• High EQ
• Effective listener
• Respectful, fair and tactful
• Curious and continuous learner
• Collective under pressure

What We Can Offer You:

• Competitive Pay – We recognize talent and we pay to keep it
• Medical, Dental, Vision –While you have our back on the grounds, we cover yours’ with health insurance 
• Annual Leave – We all need a break from time to time
• 401K – There will come a time, when you are ready to retire
• Family membership pass with complimentary tickets – (Warning: You will become a celebrity amongst your friends once they hear you work for America’s 1^st Zoo)