What are the responsibilities and job description for the Development Coordinator position at Houston Humane Society?
Position Overview
The Development Coordinator is a member of the development team responsible for providing administrative and operational support to the Development Department by ensuring the accurate processing of gift entry, maintaining data accuracy and donor records, preparing donor acknowledgments, tracking in-kind donations, and assisting department with fundraising initiatives.
This role works closely with the Development Director and Finance Department to ensure accurate revenue recording, strong internal controls, excellent donor service, and reliable data for strategic decision-making.
The Development Coordinator will assist with operations infrastructure, including daily gift entry, pledge tracking, recurring gift management, CRM administration, and reconciliation with finance. This position is accountable for accuracy, reporting timeliness, operational integrity, PCI compliance, and data security across development systems and processes.
Duties and Responsibilities
- Process daily gift entry and ensure the accurate and timely processing, auditing, coding, and recording of all donations from multiple channels, including online, direct mail, events, in-kind, matching gifts, third-party platforms, stock, and over-the-counter contributions.
- Maintain pledge tracking, recurring gift administration, matching gift workflows, tribute gifts, and other donor revenue processes to ensure complete and accurate donor records.
- Reconcile all gifts processed with the finance department and ensure daily, monthly, campaign, and year-end reporting aligns with financial records and departmental revenue tracking.
- Prepare donor acknowledgment letters, tax receipts, tribute notifications, and other stewardship correspondence for review and distribution.
- Maintain accurate donor and constituent records within organization’s CRM by performing routine database update – address changes, communication preference updates, returned mail processing, and duplicate record cleanup.
- Track and document in-kind donations, including fair market value (FMV) information and supporting documentation, ensuring gifts are properly recorded.
- Maintain physical and electronic donor files and supporting documentation.
- Respond to routine donor inquiries and provide excellent customer service while maintaining confidentiality.
- Other duties as assigned.
Supervision Received
Works under the general direction of the Development Director.
Supervision Exercised
N/A
Qualifications and Skills
- Associate’s degree preferred; Bachelor’s degree in business, nonprofit management, communications, or a related field is a plus. Equivalent experience may be considered.
- Minimum of three to five years of administrative, database, financial reconciliation, or nonprofit support experience preferred.
- Demonstrated experience processing gift entry, donor records, reporting, and revenue reconciliation with a high degree of accuracy and accountability.
- Experience with a nonprofit donor database or CRM required; DonorPerfect experience a plus.
- Experience working in a nonprofit development environment preferred.
- Strong understanding of gift entry, donor stewardship, gift documentation, pledge management, matching gifts, and tribute gifts.
- Working knowledge of data security standards, internal controls, and PCI compliance related to payment processing and donor information management.
- Proficiency in Microsoft Office, especially Excel and Word, and the ability to learn new systems quickly.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive donor information with professionalism.
- Strong ability to work collaboratively with staff, volunteers, and donors.
- High ethical standards and demonstrated ability to maintain confidentiality and discretion in handling donor and organizational information.
- Detail-oriented, process-driven, and committed to operational excellence, reporting timeliness, and continuous improvement.
Working Conditions
- Performs work primarily in an office setting.
- May occasionally support events or fundraising activities outside normal business hours.
- Potential exposure to animal bites and scratches in an animal welfare environment.
- Frequent walking, standing, bending, and stooping.
Physical Demands
- Sitting for extended periods of time.
- Frequent use of a computer and standard office equipment.
- Ability to lift up to 30 pounds.