Database and Gift Processing Project Manager

Job Title: Database and Gift Processing Project Manager

Supervisor: Director of Development and Marketing

Full-time, Exempt.

Organization Overview:

Itineris is a nonprofit organization that empowers adults on the autism spectrum to live meaningful lives throughout their lifespan. We envision a world where adults on the autism spectrum can fully participate in their communities, with the dignity to choose their own paths as they strive to achieve their dreams and goals.

We are seeking a well-organized, detail-oriented Database & Gift Processing Project Manager to oversee donor data integrity, manage all gift processing, and support the fundraising team with accurate reporting and donor insights. This role ensures smooth, timely donor acknowledgment and plays a critical part in donor stewardship and fundraising operations. The ideal candidate is analytical, tech-savvy, and thrives in a mission-driven environment.

Summary of the Position

The Database & Gift Processing Project Manager is responsible for maintaining the integrity, accuracy, and functionality of the organization’s donor database; ensuring timely and accurate processing of all philanthropic gifts; and supporting the fundraising team through data analysis, reporting, and donor insights. This role plays a key part in donor stewardship by generating acknowledgment letters, tax receipts, and donor communications. Additional responsibilities include data integrity, donor research, database and website integration, payment portal management, and support for digital fundraising and events. The ideal candidate has strong attention to detail, technical proficiency with donor data systems, and an understanding of nonprofit fundraising practices.

Key Responsibilities

Database Management & Data Integrity – 20%

• Maintain, update, and ensure the accuracy and integrity of the donor database.
• Develop and enforce data entry standards, procedures, and quality control protocols.
• Oversee data audits, record maintenance, and systems integration to enhance efficiency and data quality.
• Identify opportunities for systems integration to improve data quality, reduce manual entry, and enhance cross-departmental collaboration.
• Create, manage, and maintain database queries, exports, and reports to support fundraising, marketing, communications, and leadership needs.
• Train and support staff on proper database use and best practices.
• Manage database troubleshooting, help tickets, and communication with vendors or consultants.
• Import and export data from various sources; ensure proper coding, record maintenance, and system cleanliness.
• Maintain accurate filing systems for donor records and donations.
• Assess and implement technology-based solutions for fundraising, marketing, and communications.

Gift Processing & Reconciliation - 30%

• Accurately process all incoming gifts, including checks, online donations, stock gifts, recurring gifts, and matching gifts.
• Ensure proper gift coding, batch entry, backup documentation, and timely reconciliation with Finance.
• Manage donor pledge programs, including recurring and monthly donor stewardship.
• Maintain organized electronic and physical donation records.

Donor Acknowledgment & Stewardship- 25%

• Generate and send personalized thank-you letters, tax receipts, and donor recognition materials promptly.
• Maintain and refine acknowledgment and solicitation templates.
• Ensure IRS compliance and organizational standards for all receipting and stewardship communications.
• Oversee donor recognition efforts, including communications and stewardship outreach.
• Generate and send personalized thank-you letters and tax receipts promptly.
• Identify donor stewardship opportunities and support donor recognition efforts.

Fundraising & Prospect Support- 10%

• Provide data, segmentation, and reporting to support appeals, campaigns, and donor outreach.
• Conduct prospect research and update wealth screening data.
• Support annual giving, events, and fundraising initiatives with accurate data and insights.
• Collaborate with Development and Marketing teams to track donor trends and fundraising progress.

Digital Fundraising & Event Support – 10%

• Manage online giving platforms, payment portals, and digital fundraising tools.
• Support event registration systems and the online components of fundraising events.
• Assist the Event Committee, Development, and Marketing staff as needed.

Other Duties -5%

• Perform other duties as assigned to support the mission and operations of the organization.

Required Qualifications:

• Bachelor’s degree.
• Minimum of 2 years of experience in donor data management, gift processing, or nonprofit fundraising operations.
• Proficiency with donor database systems (e.g., Raiser’s Edge, Salesforce NPSP, Bloomerang, DonorPerfect, etc.).
• Strong attention to detail, accuracy, and organizational skills.
• Understanding of nonprofit fundraising principles and donor stewardship best practices.
• Excellent communication, teamwork, and problem-solving skills.
• Ability to maintain confidentiality with donor information.
• Experience with data import/export, queries, and report generation in a relational database.
• Proficiency with Microsoft Office, particularly Word and Excel.
• Ability to work independently and manage multiple tasks and deadlines.
• Availability to work occasional evenings and weekends for events.

Benefits:

·      176 hours/year paid time off/year, 4 mental health days/year (prorated based on hire date).

·      14 paid holidays/year.

·      Health, dental, and vision insurance for self and dependents (eligible the first day of the month after two full months of work after hire date).

·      401(k) w/discretionary match (after one year of service. January and July entry dates.

·      Mileage reimbursement eligible (pre-approved), company-issued laptop, $50/month cell phone stipend.

·      Early wage access, employee assistance plan, college tuition discounts, and voluntary short-term disability.

·      Voluntary cancer, voluntary accident, voluntary hospital insurance.

*This position requires the applicant to complete a background check and drug screen (arranged and paid for by Itineris, Inc.) before hire.

If interested, please contact Carolyn Panzer, Director of Development & Marketing, with your resume and cover letter at cpanzer@itinerisbaltimore.org.

Itineris is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law. Women, people of color, LGBTQ individuals, people with disabilities, and veterans are strongly encouraged to apply.