Who Does What in Your Nonprofit?

1. The Board of Directors

At the top of any nonprofit hierarchy is your Board of Directors. They are responsible for the governance, strategy, and oversight of your organization. While board members aren’t involved in the daily grind, they play a huge part in guiding the overall direction.

Key Responsibilities:

• Defining the organization’s mission and purpose
• Hiring and evaluating the executive director (or CEO)
• Ensuring legal and ethical integrity
• Approving budgets and overseeing financial performance
• Fundraising and advocating for the nonprofit

Pro Tip: Recruit board members with diverse skill sets—legal, financial, marketing, and nonprofit expertise can bring valuable perspectives to your organization.

2. Executive Director (or CEO)

The executive director is the point person for the entire organization, managing staff, resources, and implementation of the nonprofit’s mission.

Key Responsibilities:

• Overseeing daily operations
• Implementing board-approved strategies
• Managing staff and volunteers
• Representing the nonprofit at public events
• Building community and donor relationships

Pro Tip: Your executive director should combine visionary leadership with practical management skills.

3. Development/Fundraising Manager

No money, no mission. A dedicated fundraising manager ensures the financial sustainability of your nonprofit, leading efforts to secure ongoing revenue.

Key Responsibilities:

• Developing fundraising strategies and campaigns
• Writing grants and securing sponsorships
• Building relationships with donors and keeping them engaged
• Managing donation software and records

Pro Tip: Regularly communicate the impact of donations. This reinforces donor loyalty and builds trust.

4. Program Manager(s)

Programs are the heart of your nonprofit, and program managers ensure these initiatives are running smoothly to achieve your stated goals.

Key Responsibilities:

• Designing, planning, and implementing programs aligned with your mission
• Tracking program performance and reporting outcomes
• Managing program budgets and resource allocation
• Building partnerships with external stakeholders, like schools or community groups

Pro Tip: Strong program managers are both detail-oriented and community-focused, ensuring high-quality delivery while maintaining stakeholder trust.

5. Marketing/Communications Manager

Telling your story is crucial to building awareness, gaining supporters, and reaching beneficiaries. That’s where your marketing or communications manager comes in.

Key Responsibilities:

• Creating and executing marketing strategies (including website, social media, and email campaigns)
• Managing public relations and responding to media inquiries
• Crafting compelling narratives to illustrate impact
• Supporting fundraising campaigns with promotional content

Pro Tip: Allocate time for your communications team to regularly gather success stories and testimonials—they're marketing gold.

6. Finance Manager (or Accountant)

Effective financial management is a must for every nonprofit. Mismanagement of funds can lead to compliance issues or loss of donor trust.

Key Responsibilities:

• Managing budgets and financial statements
• Overseeing payroll and expense tracking
• Ensuring compliance with tax filings and audit requirements
• Providing reports to the board on financial health

Pro Tip: Even if you're a small nonprofit, invest in the expertise of a part-time accountant or consultant.

7. Volunteer Coordinator

Volunteers are often the backbone of nonprofit organizations. A volunteer coordinator ensures these invaluable people feel supported and organized.

Key Responsibilities:

• Recruiting, onboarding, and training volunteers
• Creating schedules and assigning tasks
• Keeping volunteers motivated and engaged
• Ensuring that volunteers align with and represent the organization’s mission

Pro Tip: Celebrate your volunteers often! Whether it’s public recognition or a simple thank-you note, acknowledgment goes a long way.

8. General Staff and Specialists

General staff and specialists (such as IT support, HR managers, or counselors) fill specific operational needs in nonprofits. These roles vary widely depending on the size and focus of an organization.

Examples can include:

• HR Managers handling recruitment and employee onboarding
• Grant Writers specializing in writing proposals to secure funding
• Counselors or educators working directly with beneficiaries

Pro Tip: Leverage consultants or contractors for highly specialized roles if your budget doesn’t allow for full-time hires.

9. Volunteers

Last but certainly not least, volunteers fuel many nonprofits with their time and energy. They may assist with events, deliver services, or provide expert skills without cost.

Key Responsibilities (varies by role):

• Supporting programs and events
• Advocating for the organization
• Providing admin or operational support

Pro Tip: Treat volunteers like teammates—offer them training, feedback, and updates about your achievements.

How to Set Clear Expectations

Defining roles on paper is one thing, but ensuring everyone knows what’s expected of them takes communication and systems.

• Write Detailed Job Descriptions: Whether for staff, the board, or volunteers, outline specific tasks and expectations in writing.
• Provide Training: Equip your team with the skills and knowledge necessary to succeed.
• Encourage Collaboration: Foster an environment where team members can support each other and share insights.
• Communicate Regularly: Hold weekly meetings or monthly check-ins to stay aligned with goals.

Strengthen Your Nonprofit’s Foundation

A well-oiled nonprofit starts with understanding who’s responsible for what. Declaring these roles and responsibilities early on will lead to better collaboration, improved efficiency, and a stronger commitment to your mission.

Need guidance on structuring your nonprofit team? At SD Mayer & Associates, we offer expert advice on nonprofit strategy, finance, and management. Reach out today and discover how we can help your organization accomplish more with clarity and confidence.