Position Summary
The Membership and Development Coordinator plays a vital role in supporting the mission of the Pennsylvania Parks and Forests Foundation (PPFF) through a blend of administrative, development, data, and communications tasks. This position is responsible for managing the data that supports the Foundation’s membership program, donation acknowledgments, CRM operations (NEON), and helps support event logistics, chapter communications, and website maintenance. The ideal candidate is highly organized, tech-savvy, detail-oriented, and committed to supporting Pennsylvania’s public lands.
Key Responsibilities
Membership Management
Schedule membership renewal letters and reminders, printed and mailed by support staff and volunteers.
Acknowledge online and mailed check renewals following established protocol.
Work with the President to refresh annual messaging and design for letters and cards.
Manage promotional memberships, including data imports, workflows, and postcards.
Update and issue certificates to Conservation Legacy Society members annually.
Fundraising and Development Support
Prepare acknowledgements of donations across PPFF programs, state park/forest/friends
Maintain donor database and tracking systems
Prepare fundraising reports and donor lists for board and staff follow-up
Working with the President, prepare procurement campaigns and donor cultivation communications
Track and record all donor interactions and engagement activities
Event Management and Registration
Set up and manage event registration for annual banquets, board retreats, chapter training, and other organizational events
Coordinate with state parks and forests for educational event registrations
Create event registration processes and attendee reports
Manage event logistics including dietary accommodations, name badges, and signage
Assist with event setup and follow-up support
Chapter Relations and Support
Establish new chapters in NEON system including campaign setup, fund management, and donation forms
Troubleshoot chapter technical issues and provide ongoing support
Maintain chapter contact information and update website accordingly
Work with President to prepare and distribute monthly chapter communications
Database and Technology Management
Maintain NEON CRM system including donor records, event registrations, and automated workflows
Manage integration between NEON and other platforms (MailChimp, website, etc.)
Provide technical support and troubleshooting for staff and volunteers
Reconcile weekly financial transactions for accounting purposes
Manage user accounts across multiple platforms and systems
Website and Digital Presence
Update and maintain multiple PPFF websites including plugin updates and content management
Manage domain portfolio through GoDaddy
Assist with online store operations (NEON) via inventory tracking and product updates
Create and manage URL shorteners for marketing and communication purposes
Communications and Marketing Support
Manage email marketing campaigns and subscriber lists
Maintain newsletter distribution lists in NEON and manage subscription preferences
Track and record all constituent interactions for relationship building
Administrative Support
Provide general administrative support to staff and board
Manage multiple online accounts and subscriptions
Support special projects and initiatives as needed
Maintain organized filing systems and documentation
Required Skills and Qualifications
Technical Competencies
Proficiency with CRM systems (NEON experience preferred)
Experience with email marketing platforms (MailChimp or similar)
Website management and basic content management system skills
Database management and report generation abilities
Familiarity with Google Workspace suite and Microsoft Office
Core Competencies
Strong organizational and project management skills
Excellent written and verbal communication abilities
Attention to detail and accuracy in data management
Ability to work independently and manage multiple priorities
Customer service orientation for member and donor relations
Problem-solving skills for technical troubleshooting
Ability to sit for periods of time
Ability to work with data for periods of time
Comfortable with asking questions to seek clarity
Preferred Qualifications
Experience with nonprofit operations and fundraising
Knowledge of membership management best practices
Experience with CRM management
Background in donor relations or customer service
Interest in the Mission of the Foundation
Working Conditions
This position requires regular computer use and data entry
Occasional evening or weekend work may be required
Position may involve coordination with remote team members and volunteers
Travel to events may be occasionally required
Ability to be a team player in a small office
Tools and Systems Used
NEON CRM system
Google Workspace (Gmail, Calendar, Drive, etc.) and Microsoft Office
Various web platforms (GoDaddy, Canva, Survey Planet, etc.)
Website content management systems
Video conferencing tools (Zoom, StreamYard)
Success Metrics
Timely processing of membership renewals and donor acknowledgments
Accurate maintenance of donor and member databases
Successful event registration and attendance tracking
Effective chapter communication and support
Website functionality and user experience
Data accuracy and reporting quality