Donor Database Coordinator

CRISIS CENTER OF TAMPA BAY

POSITION DESCRIPTION - Donor Database Coordinator

Position Details

Job Status: Full-Time, Non-exempt

Reports to: Donor Database Administrator

Department: Development and Marketing

Position Summary

The Crisis Center of Tampa Bay brings help, hope, and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, or emotional or situational problems.

The Donor Database Coordinator is responsible for the accurate, timely entry and maintenance of donor and gift information in Raiser’s Edge NXT, as well as routine database tasks that support fundraising and stewardship activities. This position works closely with the Donor Database Administrator and Development staff to ensure clean, accurate, and reliable data for mailings, reports, and donor engagement. The Donor Database Coordinator reports to the Donor Database Administrator.

Strategic/Transformational Duties and Responsibilities

• Delivers outstanding customer service to internal and external stakeholders while consistently serving as an ambassador for the Crisis Center in the community and across the organization.
• Participates in the Performance Quality Improvement (PQI) process and utilizes data to enhance services and outcomes.

Transactional/Administrative Duties and Responsibilities

• Manage day-to-day gift processing activities (pledges and donor payments, gift reminders, thank you letters, tax receipts) with accuracy, responsiveness, and efficiency. 
• Ensure donations are received, processed, acknowledged, and supported through donor payments, including updates in alignment with agency standards and best practices.
• Manage and execute the annual Employee Giving Campaign.
• Update and maintain a standard filing system for the Development department, including printed binders and electronic files of donor files, in an accurate and timely manner.
• Manage public and private tours, including registration, setup, communication, and confidently speaking about the agency’s mission and services to community members and donors.
• Assist the Development and Marketing department with ordering marketing materials and stationery requests.
• Track gift payment for specific events in excel (Annual Cup of Compassion).
• Manage weekly stewardship activities by tracking and documenting donor thank‑you calls for all gifts received.
• Schedule and generate a follow‑up thank you letters to be sent to specific donors
• Coordinate logistics, agenda and specific reports for monthly Community Connections Committee meetings.
• Ensure donor posters, sustainer lists, and Circle of Caring recognition materials are updated and displayed on a regular schedule
• Prepare and maintain event name tags and related attendee details, including meal selections as needed.
• Assist with Development activities, including outside events.

• Knowledge of and compliance with the policies and procedures of the Crisis Center.
• Support the operations of the Executive, Development, and Marketing Offices, which require confidential handling of sensitive information, correspondence, and files for the Crisis Center of Tampa Bay donors and prospects.
• Perform such other duties as may be assigned by supervisor.

Required Competencies

• Cooperation/Teamwork - Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Engaging Communication - Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External) - Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively.
• Adaptability - Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast-paced environment. Is reliable, dependable, and results-oriented. Maintains productivity and composure under pressure. Effectively prioritizes work, establishes clear goals, and meets deadlines.
• Problem Solving - Views problems as opportunities to create new solutions.  Anticipates potential problems and analyzes alternative solutions. 
• Judgment - Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Valuing & Fostering Diversity - Demonstrates respect for individual differences and establishes a climate where all people can be comfortable and productive through sensitivity, empathy, and acceptance of cultural, racial, mental health, and socio-economic diversity.
• Self-Management – Takes responsibility for one’s behavior and well-being; Works effectively under stress and adapts one’s style to changing situations; is Comfortable working in a fast-paced environment and needs minimal supervision; Exhibits a professional demeanor.

Education and Experience

• High school diploma/GED, Associate degree or higher preferred.
• Proficient in Microsoft Office Suite and Outlook.
• Experience in Blackbaud Raiser’s Edge CRM software or donor database management required.
• One year of development or marketing experience preferred.
• Multi-task effectively in a fast-paced environment both on the telephone and computer.
• Experience in Customer Service preferred.

Knowledge, Skills, and Abilities

• Proficient use of Excel formulas and pivot tables, and ability to manipulate data in Excel. Advanced knowledge of Excel is preferred.
• Knowledge of the functions and operational priorities of the Development and Marketing Departments.

• Knowledge of and compliance with HIPAA regulations.
• Ability to analyze problems and suggest appropriate solutions.
• Ability to multitask and maintain organization in a fast-paced, changing environment.
• Skill in operating a personal computer.
• Ability to use independent judgment.
• Ability to plan, prioritize, and organize a diversified workload in a high-energy work environment.

Physical Demands/Working Conditions

Physical Requirement: Must have the ability to lift and carry up to 15 lbs. Employee must be able to sit, climb or balance, hear, use hands, taste/smell, stoop, kneel, crouch, crawl, stand, walk, talk, and reach with hands and arms. Ability to sit for long periods of time.

Working Conditions: Duties are performed primarily in an office setting.  Operates computer and standard office equipment such as telephone and copier/printer. Work is performed mainly indoors.

Travel: Minimal.

Hours: Monday-Friday, 8a-5p. Infrequent evenings.

This job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give a general sense of the responsibilities and expectations of this position. As the nature of business demands change so, too, may the essential functions of this position. DCF background check information https://info.flclearinghouse.com

CCTB is committed to a policy of equal employment opportunity and affirmative action for our applicants and employees. It is our policy to apply recruiting, hiring, training, promotion, compensation, and professional development practices without regard to actual or perceived race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability or certain classifications based on genetic information, marital status, or any other characteristic protected by federal, state, or local laws, regulations or ordinances.