Mission Development Data and Operations Specialist

Job Description

Role Overview
This role owns the day-to-day health and effectiveness of Bella's Virtuous CRM, gift processing and documentation, fundraising systems and integrations, donor reporting, and key development operations.

Key Responsibilities
Virtuous CRM & Donor Data
• Serve as the primary day-to-day administrator and internal resource for Bella's Virtuous CRM.
• Maintain accurate donor, household, gift, pledge, relationship, activity, communication preference, campaign, project, location, and other relevant records.
• Conduct regular database health checks, audits, duplicate reviews, and data cleanup to protect data integrity.
• Establish and maintain consistent coding, segmentation, naming conventions, and database standards.
• Administer Virtuous users, permissions, and appropriate staff access.
• Provide basic Virtuous training and support to Mission Advancement team members as needed.
• Build and maintain lists, queries, reports, dashboards, and donor segments that make Bella's data useful and actionable.
• Continually identify ways Virtuous can better serve Bella as a relationship-building and fundraising tool, not simply a record-keeping system.

Gift Processing, Documentation & Reconciliation
• Process and document online gifts, checks, sponsorships, pledges, restricted gifts, and other contributions.
• Maintain accurate gift coding and supporting documentation.
• Track restricted gifts and maintain Bella's Restricted Gift Tracker and related records.
• Prepare receipts, acknowledgments, sponsorship documentation, invoices, and other necessary gift records.
• Serve as a resource for donor questions regarding receipts, giving history, recurring gifts, payment updates, and other donation-related needs.
• Retrieve historical receipts and gift documentation when requested by donors or team members.
• Prepare acknowledgments and documentation for foundations and institutional gifts as needed.
• Partner closely with Accounting on gift reconciliation, restricted funds, discrepancies, research, and audit needs.
• Ensure fundraising and financial records remain organized, accurate, and reconcilable throughout the year.

Fundraising Systems, Integrations & Automations
• Oversee and monitor Zapier automations connecting Bella's fundraising landing pages,
giving platforms, event platforms, and Virtuous CRM.
• Monitor integrations for errors and troubleshoot issues when they arise.
• Ensure donor, campaign, project, location, and gift information flows accurately between systems.
• Set up new campaigns and fundraising landing pages within established workflows.
• Process donor-requested updates in WebConnex and other giving platforms, including recurring gift cancellations, credit card updates, and other account changes.
• Troubleshoot fundraising technology and collaborate with appropriate team members or vendors to resolve issues.
• Proactively identify opportunities to automate and simplify recurring processes while protecting data integrity and the personal nature of Bella's donor relationships.

Data Analysis, Reporting & Major Gift Officer Support
• Partner closely with Bella's Major Gift Officers to provide the data and insights necessary for successful donor cultivation and stewardship.
• Generate recurring and ad hoc donor and fundraising reports.
• Prepare weekly MGO reports, donor lists, portfolio information, and data for MGO check-ins.
• Compile donor profiles, giving histories, engagement information, and relevant background for donor meetings and outreach.
• Support moves management, MGO activity tracking, follow-up reminders, next steps, and portfolio organization within Virtuous.
• Analyze donor data to identify trends, lapsing donors, emerging prospects, giving patterns, engagement opportunities, and potential major gift relationships.
• Build targeted email, direct mail, stewardship, and campaign lists in collaboration with Marketing and MGOs.
• Assist with donor segmentation, campaign tracking, fundraising projections, and performance reporting.
• Proactively surface insights and opportunities to Mission Advancement leadership rather than waiting for data to be requested.
• Help the team continually answer: Who should we know better, thank, engage, invite, or steward more intentionally?

Donor Stewardship, Hospitality & Community Engagement
• Own Bella's donor thank-you card program, including preparing regular thank-you lists for MGOs and other team members by project, location, campaign, or giving level.
• Oversee Bella's new donor welcome email program, ensuring first-time donors receive a thoughtful introduction to Bella's mission and opportunities for deeper engagement.
• Monitor the donor database for opportunities to provide exceptional hospitality and stewardship.
• Identify birthdays, anniversaries, giving milestones, significant gifts, long-time support, life events, geographic opportunities, and other meaningful reasons for Bella to reach out personally.
• Help identify donors and community members who may be appropriate for clinic visits, small gatherings, Mission Investor opportunities, fundraising events, community events, leadership meetings, or other engagement experiences.
• Support outreach and follow-up surrounding donor, community, and mission engagement opportunities.
• Develop and maintain systems that help Bella consistently recognize, thank, welcome, and engage donors throughout the year.
• Help ensure donor and community engagement is accurately captured in Virtuous so relationships and opportunities are not lost.
• Approach stewardship with the understanding that donors are not transactions; they are partners in the mission whose generosity should be received with gratitude, intentionality, and care.

Fundraising Events & Mission Engagement
• Support the planning and execution of Bella fundraising and donor events, including the Bella Ball, golf tournament, donor gatherings, cultivation events, Mission Investor opportunities, community engagement events, and other Mission Advancement initiatives.
• Coordinate guest lists, invitations, registrations, donor information, sponsorship records, seating information, and event-related CRM activity.
• Assist with event planning timelines, logistics, materials, registration, communication, and day-of execution.
• Use donor data to help identify appropriate invitees, prospects, sponsors, and engagement opportunities for events.
• Ensure donor and prospect information gathered through events is accurately captured in Virtuous.
• Coordinate appropriate post-event data entry, acknowledgment, reporting, follow-up, and stewardship.
• Work with MGOs and Mission Advancement leadership to ensure events lead to continued relationship-building and next steps rather than ending when event concludes.

Audit, Compliance & Year-End Giving
• Maintain organized gift documentation throughout the year so Mission Advancement remains audit-ready, rather than preparing records reactively at audit time.
• Partner with Accounting and Mission Advancement leadership to prepare donor, gift, restricted fund, sponsorship, and fundraising documentation required for Bella's annual audit.
• Research and resolve discrepancies between fundraising and financial records.
• Maintain accessible documentation and clear processes that support appropriate financial controls and compliance.
• Plan and execute Bella's annual year-end donor tax acknowledgment and receipt process.
• Update annual tax letter templates, verify donor and giving data, generate year-end statements, and oversee their timely delivery.
• Respond to donor questions or corrections related to annual giving statements.

Mission Advancement Operations & Administrative Support
• Provide operational, administrative, and project support to the Chief Mission & Revenue Officer, Major Gift Officers, and Mission Advancement team as needed.
• Support donor mailings, appeals, campaigns, proposals, stewardship initiatives, community engagement efforts, and special projects.
• Maintain development calendars, recurring deadlines, lists, reports, and operational processes.
• Develop and maintain clear Standard Operating Procedures for database management,
gift processing, reporting, automations, year-end acknowledgments, and other recurring responsibilities.
• Keep gift and donor documentation organized and accessible.
• Identify opportunities to strengthen data accuracy, improve processes, and make recurring work more efficient.
• Bring forward ideas for how Bella can better use its systems, data, events, and existing donor community to strengthen relationships and advance the mission.
• Support additional Mission Advancement priorities as assigned.

Qualifications & Skills
• Strong alignment with and commitment to Bella Health + Wellness' mission, and values.
• Bachelor's degree preferred or equivalent relevant experience.
• Experience in nonprofit development, fundraising operations, database administration, gift processing, donor relations, events, community engagement, or a related field preferred.
• Experience with Virtuous CRM strongly preferred; experience with another sophisticatednonprofit CRM may be considered.
• Experience with or willingness to become highly proficient in Zapier, Webconnex, online giving platforms, event platforms, Excel/Google Sheets, and related fundraising technologies.
• Strong proficiency with data analysis, reporting, spreadsheets, segmentation, and database systems.
• Exceptional attention to detail and commitment to accuracy and data integrity.
• Strong analytical and problem-solving skills.
• Natural curiosity and willingness to investigate when data, systems, or processes do not look right.
• Ability to translate donor data into practical fundraising, stewardship, hospitality, event, and community engagement opportunities.
• Ability to balance recurring responsibilities with unexpected requests and changing priorities.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, deadlines, and recurring processes independently in a remote environment.
• Collaborative and service-minded approach to supporting MGOs, Marketing, Accounting, leadership, and the broader Mission Advancement team.
• High level of discretion and professionalism when handling confidential donor and financial information.
• Willingness to occasionally support evening, weekend, and in-person fundraising or community events as needed.

About the Employer

The goal of Bella was to pioneer a Catholic clinic model that could be replicated and shared throughout the United States.

Bella became a 501(c)(3) Nonprofit organization and received guidance and blessings from Archbishop Samuel Aquila and the Archdiocese of Denver.

In December of 2014, Bella opened the first comprehensive, life-affirming OB-GYN practice in the state of Colorado. "Bella Natural Women's Care" began treating patients from a clinic in Englewood with a pro-life charism, committed to upholding the dignity of life in every person who walks through the doors of Bella.

Bella is proud to serve the Colorado community as a comprehensive, life-affirming OB-GYN practice.