OPERATIONS SPECIALIST, MASS AND MID MARKET

JOB SUMMARY:

This role serves as an operational backbone of the Mass & Mid Market fundraising team, ensuring the accuracy, consistency, and coordination of all processes that support over 18 channels and $60M in annual revenue. Key responsibilities include maintaining and updating comprehensive documentation for source-code logic and digital tracking standards; overseeing naming conventions for all online fundraising assets; and managing the organization’s year-round matching-gift tracking process. The position also functions as the central coordinator for more than 20 annual vendor contracts.  This position will coordinate driving timelines, organizing cross-department collaboration, and workflow tracking through Monday.com for two departments. Acting as a conduit across Marketing, Procurement, and Supporter Services, this role helps internal partners efficiently access the right Mass/Mid team members and ensures timely delivery of creative assets, donor support information, and cross-functional needs. In addition, the position manages the Mass/Mid team’s contributions to CARE’s master communication calendar—entering and updating high-detail, multi-channel schedules in TeamUp to maintain touchpoint tracking.

RESPONSIBILITIES:

Fundraising Processes & Tracking

• The Mass & Mid Market team operates across 18 channels and generates over $60M annually for CARE, requiring strong operational discipline and consistent process management. This role is responsible for maintaining all fundraising operations documentation, ensuring accuracy, annual updates, and organization-wide clarity across teams, agencies, and partners. Key responsibilities include managing the comprehensive source-code logic document used to track every individual transaction—verifying that all direction/instructions around the 12-digit codes, field mappings, and special rules remain current even as the automated creation and upload process is executed by external partners. This role also oversees digital-tracking standards, ensuring that all online donation pages follow CARE’s required URL, UTM, and naming conventions, and regularly conducting spot checks to maintain consistency across channels. In addition, the position manages the organization’s year-round matching-gift tracking process, maintaining the match-logic document, monitoring appeal-specific caps and deadlines, and completing monthly reconciliations to ensure every match offer is both audit-ready and accurately represented to donors.

   

Contract Coordination

• The Mass/Mid team manages the highest volume of contracts within CARE, with more than 20 agreements renewed annually through a multi-step process involving Finance, Procurement, agency partners, and internal staff. This role serves as the central coordinator for all contract activity—owning timelines, ensuring all required steps and documentation are completed accurately by Leadership Team members, and securing appropriate financial coding for new agreements in PeopleSoft. The position tracks progress in Monday.com (Procurement's current tool), anticipates bottlenecks, and works closely with Procurement to drive each contract from initiation to fully executed signature before expiration. This work requires strong project management skills, proactive communication, and the ability to keep a fast-moving team aligned across multiple stakeholders.

   

   

Cross-Department Conduit

• This role serves as the primary coordination point between the Mass/Mid team and key departments including Marketing, Procurement, and Supporter Services. Because Mass/Mid operates quickly across numerous channels and specialty areas, this position ensures internal partners can easily access the right information and the right staff member without delays. Working bi-directionally, the role ensures Mass/Mid receives needed assets, approvals, and support on schedule, while also helping external teams navigate Mass/Mid’s structure and workflows. Responsibilities include triaging and routing Supporter Services inquiries to obtain timely donor information, overseeing requests for creative assets and digital materials from Marketing, and monitoring progress to ensure deadlines are met. Success in this function requires a deep understanding of team roles, strong communication skills, and the ability to keep cross-functional collaboration running smoothly throughout the year.

Communication Activity & Calendar Management

• This role oversees the Mass/Mid team’s contributions to CARE’s organization-wide master communication calendar, ensuring that all outbound communications—including mailings, email campaigns, telemarketing, we