Title: Donor Database Administrator

Departments: Development

This position reports to: Vice President, Development

This position supervises: n/a

Purpose of Position: This position is responsible for assisting the development team in reaching revenue goals by managing the donor database, coordinating daily gift processing, accurate record keeping, report generation, donor and data analysis, timely acknowledgements, communication, and other projects as needed. This position must ensure that the integrity of the donor database is maintained.

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  Essential Duties and Responsibilities Provides support to the development and executive teams by creating, analyzing, and interpreting reports to drive fundraising results.
• Track key performance indicators for fundraising goals across all revenue streams.
• Utilizing the database and other wealth analysis tools, create donor profiles to assist frontline fundraisers with the identification, cultivation, solicitation, and stewardship of current and prospective donors.
• Serves as a liaison to the accounting department, assisting with reconciliation, audits, and other duties as needed.
• Coordinates timely processing, preparation and recording of all gifts into the donor database.

• Creates new donor records and updates existing records as needed.
• Identifies, updates and eliminates duplicate records, corrects inconsistencies and errors in data.
• Assists development team in communicating with donors regarding gifts, questions, etc. as needed.
• Coordinates donor stewardship through timely processing of acknowledgement letters (within 72 hours of receipt of gift), including ensuring donors do not receive the same acknowledgement letter twice, track versions sent in donor database and adjust as necessary.
• Analyzes needs for new, more personalized acknowledgement letters and makes minor adjustments as necessary, or initiates drafting of new letters.

• Processes online giving and resolves constituents between platforms/software.
• Coordinates and processes donor recognition requests, including honor, memorial gifts, tribute gifts, and anonymous gifts.
• Completes and submits matching gift documentation.
• Assists with direct mail by running reports and providing mailing lists.
• Initiates and manages outstanding pledge reminder process.
• Collects and disburses mail for the development department.
• Assists with special events and other duties as assigned.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees are required to follow any other job-related duties assigned by their supervisor. This document does not create an employment contract implied or otherwise and does not alter the “at‐will” relationship.

Position Qualifications: Education, Experience, Certification, and Knowledge/Skills/Abilities

Required

• High school diploma required.
• Three to five years of database management experience.
• Excellent oral and written communications skills and a high-level of professionalism.
• Ability to gather, analyze and summarize information and data.
• Able to meet deadlines.
• Ability to keep information confidential.
• Computer skills, including mastery of Microsoft Office suite.

Desired

• Some college classwork or degree.
• Database knowledge, specifically donor databases and/or Raiser’s Edge.
• Knowledge of Development office and/or customer service best practices.

Work Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions within the work environment.

• The noise level in the office environment is usually quiet, though barking or whining of animals may be escalated at certain times in certain areas of the building.
• High exposure to animals whose reactions to the shelter environment cannot be predicted.
• Temperatures in the shelter environment are varied, though usually moderate, and dependent on the season.
• Potential exposure to zoonotic diseases and hazardous chemicals.
• Ability to work around animals without severe allergic reactions.
• As work may need to be done outside of the shelter, the employee may encounter environmental issues outside of our control such as fallen tree limbs, rainstorms or snow/ice. When this occurs the employee must report the issues immediately to their direct supervisor who will work to resolution.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.