Job Title: Advancement Operations Specialist (AOS)
Location: Naples, Florida
Company: David Lawrence Centers For Behavioral Health (DLC)
Job Type: Full-Time & Salaried/Exempt
~ Monday-Friday, Target Standard Business Hours
~ Some flexibility needed for Events, etc.
Salary: Starting at $62,000 per year
~ Ultimate compensation dependent on experience, language skills and impact potential
Hiring Incentives: Sign on Bonus, Immediate PTO Accrual, Full Benefits W/401k, Professional Development & Tuition Programs, EAP.
Job Summary: This is a high-trust operational role ensuring that advancement initiatives move forward on time, leadership is prepared and focused, and donor-facing experiences are seamless.
This position owns coordination, visibility, and execution workflows across Advancement activities. The AOS also drives alignment across teams, maintains accountability for timelines and deliverables, and supports consistent execution of advancement priorities.
Key Responsibilities:
Executive Support & Scheduling
- Manage complex calendars for the VP of Advancement and other leaders.
- Prioritize scheduling to balance leadership availability with donor/organizational needs.
- Prepare leadership for meetings with materials/background information/logistics.
- Coordinate schedules across internal teams/board members/external partners.
- Track follow-up items and action commitments from leadership meetings.
- Maintain centralized calendar that captures campaigns/grants/reporting dates/milestones.
Donor Experience Coordination
- Serve as primary coordinator for all donor and prospect tours of DLC facilities.
- Coordinate and maintain scheduling logistics and materials for tours.
- Ensure all internal participants are aligned on messaging and expectations.
- Coordinate preparation of tour materials, ensuring alignment, accuracy, and readiness.
- Capture tour notes and donor prospect information to support stewardship/planning.
- Continuously refine the tour experience based on feedback.
Project Coordination & Tracking
- Track initiatives (grants/fundraising campaigns/donor engagement/leadership priorities).
- Maintain centralized Advancement calendar to ensure deadline and milestone visibility.
- Ensure timely deliverables (campaign materials/communications/grant reporting).
- Work with Marketing to ensure clear, timely and aligned messages.
- Submit/monitor marketing requests to track, follow up and complete.
- Maintain visibility into outstanding tasks and proactively follow up through completion.
- Provide regular status updates and proactively flag delays, risks or competing priorities.
- Execute initiatives within workflows/priorities defined by Advancement Leadership.
Grant Administration & Reporting
- Coordinate all related activities to comply with funder requirements/internal standards.
- Partner with grant writers to review requirements, reporting expectations, and timelines.
- Develop/manage timelines, tracking deliverables, deadlines, and dependencies.
- Coordinate with internal teams to gather data and monitor progress between reports.
- Monitor progress, including deliverables/spend-down expectations.
- Initiate check-ins to ensure readiness for reporting deadlines.
- Identify risks related to timelines/deliverables/ financial utilization and escalate concerns.
- Prepare/submit routine grant reports, as assigned, ensuring accuracy and completeness.
- Maintain organized grant documentation, reporting calendars, and compliance records.
Development Coordination & Administration Support
- Support execution of administrative processes across the Development team.
- Execute in alignment with established workflows and team priorities.
- Follow established workflows to maintain consistency in Advancement operations.
- Coordinate communication across Development, Finance, IT, Programs, and other teams.
Advancement Onboarding Coordination
- Own/coordinate the onboarding process for all new Advancement team members.
- Develop/maintain onboarding timeline and checklist with other internal teams.
- Schedule onboarding meetings, training sessions, and introductory touchpoints.
- Ensure new hires are properly introduced to workflows/tools/calendars/processes.
- Track onboarding progress and follow up with responsible parties.
Donor Materials & Inventory Coordination
- Manage donor-facing materials used for tours, meetings, and stewardship activities.
- Maintain standardized inventory system for donor-facing materials and supplies.
- Partner with Marketing and Advancement staff to ensure materials remain current/aligned.
Reporting Coordination Support
- Track reporting deadlines and ensure required inputs are gathered.
- Coordinate with stakeholders for completion of internal/external reporting deliverables.
- Prepare reports using data/outputs provided by leadership and team.
- Ensure reporting deliverables are finalized and submitted on schedule.
Workflow Coordination & Operational Alignment
- Own execution-based workflows across advancement activities.
- Develop lightweight coordination tools to support visibility and execution.
- Ensure team members are consistently using workflows and coordination tools.
- Identify gaps or inefficiencies in workflows and recommend improvements.
- Create/refine coordination tools to ensure alignment with established systems.
- Escalate workflow challenges/inconsistencies/needs to leadership.
- Partner with the Administrative & Database Supervisor to ensure operational workflows align with system requirements and do not create duplicate tracking.
Qualifications:
Required
- Bachelor's degree in nonprofit management, business administration, communications, project management, or a related field (equivalent professional experience will be considered).
- Minimum of 3-5 years of experience in advancement coordination, development support, executive support, or a related operational coordination role in a nonprofit or professional services environment.
- Strong calendar management and scheduling experience, particularly in support of senior leaders with high-volume, complex schedules.
- Proven experience managing multiple concurrent projects, deadlines, and stakeholders in a fast-paced, mission-driven environment.
- Strong experience coordinating projects, including planning timelines, tracking deliverables, and cross-functional coordination.
- Experience developing, maintaining, or using coordination tools such as timelines, trackers, or workflow systems to manage complex work across teams (Ninety.io, Asana, or similar project management platforms).
- Demonstrated ability to follow up on deliverables, manage competing priorities, and ensure accountability across multiple stakeholders.
- Ability to manage confidential information with discretion and professionalism.
- Alignment with DLC's mission and a demonstrated belief in the importance of behavioral health services.
- Microsoft Office 365 skills (Including Teams/Copilot/PowerPoint, etc.).
- Staying compliant on all trainings and immunizations.
- Ability to pass Level II DCF Mental Health Fingerprinting (General Information can be found HERE), Drug Screen and Local Criminal Check
Preferred Experience
- Coordinating grant administration, reporting timelines, or compliance-related deliverables.
- Familiarity with nonprofit financial processes, audits, and funder compliance requirements.
- Healthcare, behavioral health, human services, or a similarly regulated nonprofit environment.
- Comfort working closely with leadership/fundraisers/board members/external partners.
- Coordinating tours, site visits, or high-profile donor-facing engagements.
Physical Requirements: This position requires a mix of physical activities throughout the workday. Duties involve periods of standing, sitting, and walking, often across various areas of the site. The role also includes tasks that may require bending, reaching, and other physical movements. Candidates must be able to occasionally lift and carry items weighing up to 50 pounds. A reasonable level of physical stamina and mobility is necessary to successfully perform the essential functions of this role.