Director of Development Services and Operations: Free Library of Philadelphia Foundation

Posted February 28th, 2018 at 1:58 pm.

The mission of the Free Library of Philadelphia is to advance literacy, guide learning, and inspire curiosity. Its vision is to build an enlightened community devoted to lifelong learning.

The Free Library of Philadelphia Foundation develops resources to expand, enhance, and support the services, collections, building programs, and other activities of the Free Library of Philadelphia.

Position Summary: 

The Director is responsible for developing, implementing, and overseeing strategies and processes that enable the Development team at the Free Library to maximize its effectiveness, opportunities, and efficiencies, including but not limited to the team’s use of all donor data as it is recorded in the Raisers Edge database.

The Director is responsible for ensuring that gifts and pledges received by the Development office are recorded and reported in a timely manner, overseeing the Manager across all areas of that position’s responsibilities and implementing new processes and strategies as needed. The Director supports the development operation further through the production of customized reports, highly segmented lists, and other communications.  The Director is responsible for reporting to the Vice President of Development on all areas of development services and operations and oversees the production of information for Board and Executive Staff meetings.

The Director oversees development operations, implementing best practices in the industry to enable the FLP development office to perform to the highest levels of professionalism and efficiency.  This position researches and investigates systems and processes across the field and customizes and implements new tools as appropriate to meet these goals.  This position trains staff and creates manuals for use by the Directors on all new systems and processes he/she has recommended for the department.

The Director is the primary liaison between the Development office and the Finance office, performing all duties required in this role, including reconciliation of gifts and cash flow, and the IT department and other operational units within the FPL system.

The Director oversees and assists the Development Directors with budget planning and management.  This position works with the Vice President of Development to develop annual revenue and expense budgets and updates the VP monthly on the status of the budget.


Development Services

  1. Establish policies and procedures for timely and accurate gift recording, processing and acknowledgment.
  2. Direct all aspects of performance on the development services team.  Oversee the hiring, training, and ongoing management, with accountability for all team members, including direct and indirect reports.
  3. Supervise and meet regularly with the entire team to review operational metrics and provide ongoing guidance; document constructive feedback regarding job specific functions, responsibilities and competencies.
  4. Maintain written documentation of supervision for oversight and review by the Vice President.
  5. Manage campaign donor and trustee board giving, including creating a calendar for solicitations and renewals for the Vice President, creating billing or invoice procedures, and creating acknowledgment processes, insuring timely communication with these priority donors.
  6. Establish and implement billing and acknowledgment guidelines with the development Directors.
  7. Liaison to Finance for projections and reconciliations of special project budgets, including those funded by the current and future campaigns and other sources.
  8. Capture in RE ongoing changes in donor and prospect gifts strategies, ranking, purpose, size or timing of proposals; document use of proposal, prospect, action, and other tables for other RE users.
  9. With Vice President of Development, develop stewardship programs and actions and create an annual calendar of these actions that recognize major donors and provide accurate and timely information pertaining to the use and impact of their gifts (including president’s letter, endowment reports, annual reports, annual thank you, holiday communications, etc.)
  10. Establish procedures to record in RE all research, peer prospect review, and solicitation notes on top prospects and donors; coordinate recording and tracking of donor and prospect information with all development staff.
  11. Support enterprise wide communications initiatives drawing names from RE for ticketing and other purposes.
  12. Maximize coordination between RE and other systems to advance fundraising outcomes and track/provide analysis of constituent participation.
  13. Establish centralized process for prospect and interested party name capture and retrieval for future use, work with prospect research team to oversee pipeline meeting preparation and follow up reports.  Implement a system of accountability around pipeline actions/strategies for identified donors.
  14. Maintain and adhere to policies around information gathering and sharing in accordance with professional ethics standards and safeguard the confidentiality of donor information at all times.
  15. As needed, participate in daily entering and reporting on contributed revenue.
  16. Other duties as assigned.


  1. This position oversees the identification, implementation, training, and evaluation of all systems he/she promotes as strategies for improving the operations of the development office of the FLP.
  2. He/she recommends operational strategies to the Vice President, with budget implications of implementation.
  3. With the Vice President, this position oversees the production of the development budget, including revenue goals and expenses.  He/she assists the Vice President and the individual budget managers (the Directors) by providing monthly budget tracking updates and collaborates with the team on expense line savings, reallocated funds, etc.
  4. He/she assists in establishing, revising and updating department policies, procedures and standards; including the analysis of data in RE to identify integrity issues with existing processes and recommends and implements solutions.
  5. He/she generates weekly, monthly, quarterly and annual operational reports to track progress of fundraising programs, including creating customized reports in preparation for board and committee meetings and other purposes as needed.
  6. He/she supports the development of major gift solicitation and campaign efforts by identifying and recommending prospects based on RE analysis as requested by major gift officers and the VP of Development.
  7. He/she works with Development to analyze and document data request requirements.  He/she assigns all incoming and ongoing requests from Development team related to data services and works with Manager to ensure they are completed in a timely manner.
  8. Other duties as assigned.

Special Conditions:

Extensive computer use, phone use.  Flexibility and ability to work evenings and weekends when needed to process gift volume at busy times of the year.


  • 4 year degree
  • 5 years in administrative development role, particularly fundraising services and operations, including broad understanding of fundraising techniques, functions and concepts.
  • Advanced training in Blackbaud’s Raiser’s Edge and demonstrated proficiency in database configuration, query writing, exporting, importing, merging, and data management.
  • Significant experience in data report writing, including proficiency and experience with data reporting tools, data retrieval, segmentation, and analysis.
  • Ability to identify problems, and provide actionable recommendations.
  • Proven ability to prioritize multiple tasks simultaneously under strict time constraints and meet deadlines.
  • Advanced knowledge of and expertise in database administrations
  • Advanced skills in Microsoft Office, Excel, and Power Point
  • Leadership characteristics, including the interpersonal and professional skills necessary to manage staff and promote a positive work environment.  Excellent organizational skills
  • Excellent verbal and written communication skills
  • Ability to manage multiple tasks and to prioritize
  • Strong analytical and reasoning skills
  • Commitment to honoring donor confidentiality and core values of the Free Library of Philadelphia

This position has a full Benefit Package: Health, dental, life, and disability insurance; flex benefits and Retirement Plan; generous leave time allowance.

Education Level:
Bachelor’s Degreee
To Apply

Please e-mail cover letter and resume with “Director Services & Operations” in the subject to:

Filed under: Management Level by Margie DuBrow

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