Donor Relations & Database Coordinator

Job Overview

Database & Development Operations

• Maintain the organization's donor and constituent database with accuracy, timeliness, consistency, and attention to detail.
• Accurately enter and update gifts, constituent information, prospects, interactions, communications, and other development records.
• Maintain organized and complete donor files and records in accordance with organizational policies and confidentiality requirements.
• Learn and become proficient in the donor database, including Blackbaud Raiser's Edge, and serve as a primary internal resource for routine database updates, maintenance, and improvements.
• Develop an understanding of how constituent data is structured and how accurate data supports fundraising, donor stewardship, reporting, and decision-making.
• Identify inconsistencies, missing information, duplicate records, or other data-quality concerns and work proactively to resolve them.
• Create and maintain donor lists, reports, tracking systems, and other development tools.
• Assist with data analysis and information reporting to help the Development team understand donor activity, giving patterns, campaign results, and engagement opportunities.
• Maintain appropriate data security, confidentiality, access controls, and records-management practices.

Relationships & Stewardship

• Work closely with the Director of Development & Marketing to cultivate, engage, and steward community relationships.
• Provide warm, responsive, and professional customer service to stakeholders, donors, sponsors, volunteers, board members, trustees, and community partners.
• Support constituent information for marketing and events relationships through social media and online communication platforms such as Facebook, LinkedIn, Constant Contact, and Mailchimp.
• Process and acknowledge charitable gifts accurately and promptly.
• Assist with customized donor correspondence, proposals, gratitude campaigns, acknowledgments, appeals, and other communications.
• Help ensure every stakeholder interaction reflects integrity, compassion, respect, empowerment, and collaboration.
• Recognize opportunities to strengthen relationships and bring them to the attention of the Director of Development & Marketing.
• Communicate comfortably with people from a wide variety of backgrounds and help stakeholders feel valued, informed, and connected to the mission.

Fundraising Campaigns & Events

• Assist with planning and execution of fundraising campaigns, appeals, correspondence, digital giving, and other development and marketing initiatives.
• Assist with special events, including registration, patron communications, gift processing, cash-handling procedures, and on-site support.
• Coordinate with staff, stakeholders, donors, sponsors, volunteers, board members, trustees, and community partners to support development and marketing activities.
• Coordinate volunteer needs to the Volunteer Coordinator, setting up and providing materials for volunteer shifts.
• Help recruit, train, schedule, and coordinate volunteers assisting with development and marketing projects.
• Track matching-gift opportunities and assist with follow-up.
• As appropriate, assist the Director of Development & Marketing with identifying and researching potential grant opportunities and preparing grant materials.

Collaboration & Teamwork

• Serve as a collaborative liaison among the Development & Marketing team, staff, stakeholders, donors, sponsors, volunteers, board members, trustees, and community partners.
• Communicate clearly and thoughtfully across departments.
• Work independently while knowing when to ask questions, seek clarification, or bring an issue forward.
• Contribute ideas for improving development and marketing systems, processes, communications, and experiences.
• Participate in organizational events and activities that advance community awareness and philanthropic support.

Required Skills & Qualities

• Strong attention to detail and commitment to data accuracy.
• Demonstrated ability to learn and use computer systems, databases, and new technology.
• Familiarity with Microsoft Office, Google Workspace, and/or similar productivity tools.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, including strong grammar and proofreading skills.
• Ability to work with confidential information with discretion and integrity.
• Strong analytical and problem-solving skills.
• Ability to recognize inconsistencies, investigate problems, and determine appropriate next steps.
• Experience with a donor management system, CRM, database, fundraising software, or similar technology.
• Ability to work independently while contributing positively to a collaborative team.
• Professional, warm, and service-oriented interpersonal skills.
• Ability to communicate effectively with donors, Board & Trustee members, volunteers, coworkers, community partners, and members of the public.

Preferred, But Not Required

• Experience with Blackbaud Raiser's Edge or another CRM.
• Experience in nonprofit development, fundraising, donor relations, customer service, membership, events, or a related field.
• Experience working with spreadsheets, data reports, mailings, and constituent records.
• Experience with social media or digital communications.

Education & Experience

• Experience in nonprofit organizations, communications, business, philanthropy, marketing, fundraising, data management, or a related field.
• Equivalent combinations of education, professional experience, volunteer experience, demonstrated technical aptitude, and transferable skills will be considered.
• Candidates who can demonstrate learning new systems, solving problems, maintaining accurate information, building relationships, and contributing positively to a team are particularly valued.

Work Schedule

• This is a full-time, 40-hour-per-week position.
• Some evening and weekend hours may be required for special events and fundraising activities.

Physical Requirements