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Operations Team Dynamics

  • 1.  Operations Team Dynamics

    Posted 22 days ago

    Good afternoon!

    We are planning to reorganize our Operations team within the Foundation.

    Looking for examples of how your Op's team is organized as well as their "buckets" of responsibilities.

    Any and all feedback would be much appreciated!

    Be well,

    Eydie

     

    Eydie Boor

    Supervisor Foundation Operations

    Mail Stop 010605

    Gillette Children's Hospital Foundation

    200 University Ave E

    St. Paul, MN 55101

     

    651.229.1746

    eydboor@gillettechildrens.com

     

     

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  • 2.  RE: Operations Team Dynamics

    Posted 22 days ago
    Edyie, I often find that operations in hospital settings tend to be a bit different than in higher education.  For example, finance and administration are sometimes included within "operations," but prospect development is outside operations.  There are many different variations - both in hospitals and educational institutions!

    Can you tell us what functions currently reside within "operations" - and whether you are looking to add or subtract from that?

    John

    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987






  • 3.  RE: Operations Team Dynamics

    Posted 21 days ago

    Hi John!  I appreciate the quick response!

     

    Currently, in my Operations Team we have the following:

    • Prospect Research – Which will be moving  out from Op's and will then be reporting directly to the ED
    • Donor Database Administrator –
      • Handles anything and everything with the database
      • Works with 3rd party software add-ons
      • Pulls lists and queries
    • Gift Specialist
      • Processes all gifts and acknowledgements
    • Database and Office Assistant
      • 50% Administrative Assistant
      • 50% Other duties as assigned
        • Processes gift imports
        • Reconciles gifts with Accounting
        • Assists with Stewardship and Event mailings
        • Backup for Gift Entry

    With the staff I currently have, we are stretched and there is so much more we need to do.  I appreciate any advice you may have.

    Be well,

    Eydie

     

    Eydie Boor

    Supervisor Foundation Operations

    Mail Stop 010605

    Gillette Children's Hospital Foundation

    200 University Ave E

    St. Paul, MN 55101

     

    651.229.1746

    eydboor@gillettechildrens.com

     

     

    Support amazing children – Donate now!

     

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  • 4.  RE: Operations Team Dynamics

    Posted 21 days ago

    Eydie,

     

    Although we're in higher ed, we have much the same structure as you. In fact, it was surprising to me how similar our organizations are in this area.

     

    • Director of Advancement Services
      • Handles the administration of the database (security, structural changes, large imports, etc.)
      • Manages some 3rd party software add-ons
      • Queries/exports complex lists
      • Designs data visualizations/reports
    • Gift Administration and Prospect Research Manager
      • Acts as the primary gift processor
      • Runs gift acknowledgements/receipts
      • Reconciles with accounting
      • Researches and updates constituent records
    • Administrative Assistant
      • 50% administrative assistant duties
      • 50% data entry responsibilities
        • Acts as the secondary gift processor
        • Assists with gift acknowledgements/receipts
        • Supports events
        • Processes daily/monthly database updates (obituaries, HR employee lists, etc.)

     

    I have been doing my best to convince those in charge to add a full-time prospect researcher somewhere on our staff. It doesn't have to be within this team. So far, no luck. But I believe it's an important focus and a specialty area that our current staff needs help with.

     

    Additionally, we have someone in the role of Director of Advancement. Technically, you could consider that role fitting under the "operations" umbrella. Her job description is a hodge-podge of responsibilities, including managing scholarships, producing endowment reports, running stewardship events, managing the budget, as well as other primarily in-office duties.

     

    Like you all, we're stretched thin, and I'd welcome a restructuring/additions to the team. I'm curious to hear what others are doing in this area.

     

    Nate Laning

    Director of Advancement Services | Trinity Christian College

    6601 West College Drive | Palos Heights, Illinois 60463

    708.239.4822  | nathan.laning@trnty.edu

     

     






  • 5.  RE: Operations Team Dynamics

    Posted 21 days ago

    Thank you for this, Nate!   It is amazing how similar we are in structure!

    This is VERY helpful and I hope you get the FTE's you need ��

    Be well and thank you so much again!

    Eydie

     

    Eydie Boor

    Supervisor Foundation Operations

    Mail Stop 010605

    Gillette Children's Hospital Foundation

    200 University Ave E

    St. Paul, MN 55101

     

    651.229.1746

    eydboor@gillettechildrens.com

     

     

    Support amazing children – Donate now!

     

    Gillette Logo