This is a part-time position at 20 hrs/week.

Position Summary & Purpose

The San José Public Library Foundation (SJPLF) seeks a detail-oriented and motivated Development Operations Coordinator to support the success of our fundraising efforts. This role provides essential support to the Development team and Finance department by ensuring that donor data, gift processing, and fundraising operations run smoothly and efficiently.

The successful candidate will be responsible for maintaining accurate donor records, processing gifts, generating acknowledgments, and supporting donor stewardship and events. This position also provides administrative support to the Development team and collaborates with Finance to ensure accurate reconciliation and reporting.

If you thrive on accuracy, enjoy juggling multiple priorities, and want to support a mission-driven organization that directly impacts the San José community, this could be the position for you!

Key Responsibilities

Database & Gift Processing (50%)

• Maintain and update donor database (Donor Perfect) to ensure accuracy and integrity of records.
• Process all contributions (online, checks, pledges, recurring gifts, stock donations, third party, and event donations) in a timely and accurate manner.
• Generate donor acknowledgment letters, tax receipts, pledge reminders, and tribute gift notifications.
• Develop and run regular fundraising reports, dashboards, and mailing lists to support campaigns and events.
• Ensure compliance with data privacy, security, and gift acceptance policies.

Donor Stewardship & Communications (30%)

• Conduct donor stewardship activities, including thank-you calls, mailings, and recognition lists.
• Respond promptly and courteously to donor inquiries via phone, email, and in person, ensuring a positive donor experience.
• Assist with preparation of donor materials, briefings, and proposals.
• Coordinate logistics for cultivation and stewardship events, including guest lists and RSVPs.

Administrative & Team Support (20%)

• Provide scheduling, meeting coordination, and general administrative support for the Development team.
• Track grant deadlines, proposal submissions, and reporting calendars.
• Support special projects and campaigns as assigned (annual fund, major gifts, events, and planned giving).
• Collaborate with Finance to reconcile donations, prepare reports, and ensure accurate revenue tracking.

Qualifications

• High school diploma or equivalent experience required; additional coursework in nonprofit management, accounting, or database systems a plus.
• 1–2 years of nonprofit development, fundraising operations, or database management experience preferred.
• Proficiency with donor databases or CRM systems (DonorPerfect, eTapestry, Blackbaud, or similar; DonorPerfect preferred).
• Strong organizational skills with excellent attention to detail and accuracy.
• Strong interpersonal skills and a customer service mindset, with the ability to engage donors and colleagues in a positive and professional manner.
• Ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Discretion in handling confidential donor and financial information.
• Commitment to the mission and values of SJPLF.

About the Organization

Do you love libraries and want to work at one of the most well-known buildings in San José? The San José Public Library is proud to be one of the nation’s best public library systems with 25 branches across the city. Part of its success is owed to the dynamic and committed Library Foundation, a separate 501(c)3 established in 1987 by a group of community volunteers who understood that a great library system needed more than public funding.

The San José Public Library Foundation (SJPLF) has raised more than $50 million to enhance the Library above and beyond what tax-based funding provides for buildings, programs, collections, and services. The Foundation takes its fundraising direction from the Library’s identification of persistent and emerging community needs. Our collaborative work results in more students prepared for success from kindergarten to career, more adults engaged in civic life, greater access to digital and print resources, and opportunities for everyone to discover the spark that ignites curiosity, imagination, and wonder.

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position requires the ability to sit for sustained periods of time and to occasionally travel throughout the city of San José. Vision requirements include close vision. The employee is occasionally required to lift up to 20 pounds.

SJPLF currently operates in a hybrid working situation with in-office attendance required at least 60%.

Compensation and Benefits

The compensation and benefits offered reflect the value we place on attracting and retaining a talented team. This is a part-time, non-exempt, hourly position. SJPLF provides a 401k with matching contribution and generous paid time off that increases with longevity, in addition to 17 paid holidays, among other benefits. Professional growth opportunities available.