What are the responsibilities and job description for the Donation Operations Coordinator position at St. Vincent de Paul District Council of Cincinnati?
Donor Operations Coordinator Job Description
St. Vincent de Paul – Cincinnati (SVDP) has served residents of greater Cincinnati for over 150 years with basic needs such as food, medicine, and homelessness prevention through its outreach center in the West End and through fifty-six parish-based volunteer Conferences (chapters). SVDP provides holistic direct assistance and systemic change services while treating neighbors in need with dignity, and compassion. At St. Vincent de Paul, diversity is a fact and inclusion an act. Every person is valued and made to feel that they belong.
Job Summary
The Donor Operations Coordinator’s core responsibility is to ensure routine and timely gift processing and donor acknowledgements. This position is responsible for processing every donation quickly, accurately, and with consistency, ensuring that records are maintained with precision; and that acknowledges are timely, strengthening donor trust. By executing high-accuracy gift processing, supporting financial reconciliation, maintaining donor satisfaction, greater donor retention, operational efficiency, and revenue protection.
Key Responsibilities
Gift Processing & Financial Coordination:
- Process and code all gifts with accuracy, consistency, and confidentiality
- Reconcile donor CRM records with finance department records, ensuring that all gifts are recorded and properly designated
- Identify anomalies, discrepancies, or unusual donor activity and escalate appropriately
Donor Acknowledgement:
- Generate gift acknowledgement letters in a timely donor-centered manner
- Adhere to industry- standard gift recognition timelines (24-72 hours).
Reports & Queries:
- Create and maintain donor lists, segmentation pulls, and event-related data requests.
- Ensure accuracy in lists that support fundraising, marketing, stewardship, and solicitation efforts.
- Assist the Senior Donor Operations Manager with data needs for reporting and analysis
Data Integrity & CRM Support:
- Maintain accurate, consistent, and functional donor records through routine data hygiene work (duplicate merges, address updates, appropriate tags, error correction)
- Uphold data governance standards and CRM processes.
- Provide basic CRM user support and escalate system issues when necessary
Collaboration, Communication & Mission Support:
- Partner closely with Finance to ensure timely, accurate reconciliation and error-free batch processing.
- Collaborate with fundraising, marketing and events teams to ensure data supports donor journeys and campaigns.
- Support donor events, seasonal mission initiatives, and special campaigns with accurate data and onsite assistance.
Qualifications:
- Associate or bachelor’s degree preferred.
- 1-3 years of experience in gift processing, customer service, nonprofit operations, administrative work, or related fields.
- Genuine passion for the mission of St. Vincent de Paul.
- Thrives in environments of growth, feedback, and continual improvement.
- Strong analytical ability, high attention to detail, and comfort with numbers and accuracy.
- Able to balance recurring daily responsibilities with ongoing project-based work.
- Excellent written communication and donor-centered interpersonal approach.
- Strong organizational skills and discipline in time management.
- Experience in Microsoft Office, especially Word and Excel.
- CRM/donor database experience preferred; DonorPerfect experience a plus