Job Details

Donor Database Coordinator

Classification: Non-exempt, Full-time

Supervision Responsibilities: No

Reporting Relationship: Reports to Director of Development

Essential Role: The Donor Database Coordinator will be an integral member of the Development team, serving as the primary administrative position to help ensure the overall success of the team.

In working with and reporting to the Director of Development, this position will primarily be responsible for tracking the dollars raised and ensuring donors are properly and timely acknowledged. The position will assist in coordinating all other projects and activities.

This position will also represent GraceMed's mission with integrity and passion to the community and GraceMed's staff.

Responsibilities:

Donor Database Management

1. Oversee donor database integrity, policies, procedures, updates, and automated processes inclusive of accurate daily data entry, processing of contributions and gifts, and ongoing database maintenance.
2. Protect confidentiality and security of constituent information.
3. Updates individual and organization records, makes address corrections, code changes, additions, and merges.
4. Record all gifts and coordinate timely thank you correspondence to donors relative to their level of giving and preferences.
5. Receive, process, and code non-monetary/in-kind donations in collaboration with the finance department.
6. Generate and verify the accuracy of system-generated receipts.
7. Produce and support the analysis of key performance indicator reports for strategic decision-making.
8. Run donor analysis queries and reports through Bonterra Salsa CRM, analyze funder data, and generate lists and reports to develop actionable insights.
9. Draft, edit, and generate personalized acknowledgements, reports, recognition lists, and links and forms for sponsorships, tickets, and online donations.
10. Provide updates on status of individual donor fundraising for meetings/reports.
11. Work closely with the Grant Writer & finance department on grant-related data entry and data tracking requirements for public and private grants.
12. Maintain all event and campaign-related data, ensuring accurate record-keeping and effective monthly reconciliations/year-end donor summaries of funds raised with the finance department as required by the IRS and best practices.
13. Continue to learn more about maximizing the donor database capabilities.

Donor Relations

1. Follow the donor cultivation and stewardship calendar of cultivation, solicitation, and stewardship activities toward achieving annual giving goals.
2. Support Development activities to cultivate engagement with GraceMed and strengthen donor relationships.
3. Assist with special and donor cultivation event planning, preparation, execution and data entry, including setting up event registration, ticket sales, sponsorships, auction items, RSVPs, and financial transactions in the Bonterra Salsa CRM as needed.
4. Assist with printed and digital donor mailings, including accurate list management, generation of mailing lists and labels, and mail merges.
5. Minimize donor attrition and attract new sources of support through matching gifts, tribute gifts, local giving days, promotion of monthly giving options, planned giving, and other creative avenues to boost donations.
6. Strategize and manage the tactics used to achieve complete donor satisfaction through cultivation activities such as revised thank you emails, personalized notes, calls, etc.
7. Support donor tours, events, and fundraising encounters.
8. Enter accurate and timely notes of donor meetings to assist in cultivation, segmentation, and stewardship.

Qualifications:

Education/Certifications/Licenses/Registrations

• Bachelor's degree preferred
• Valid Kansas Driver's License and satisfactory driving record required.

Experience

• 2 years successful experience in nonprofit fundraising and communications.
• Must demonstrate successful accomplishments in at least 2 of the following areas: corporate relations, direct mail, annual giving, major gifts, database management, donor relations, volunteer management, capital campaigns, etc.
• Track record of successful database analysis and cultivation and stewardship of individual donors.
• Demonstrated ability to develop and sustain positive relationships with diverse populations.
• Experience in special events preferred.

Technical Skills:

• Expertise in database management; Bonterra Salsa CRM preferred
• Knowledge of and proficiency with a variety of computer software applications including Microsoft 365 and Adobe Acrobat.
• Strong written and oral communication skills.
• Must have excellent organizational and analytical skills to assist in the ongoing development process.
• Attention to detail in following annual fundraising plans.

Behavioral:

• Organized, enthusiastic, efficient and committed personality able to work independently and collaboratively.
• Self-started who can manage multiple, competing deadlines.
• Must have the ability to make good decisions in a fast-paced environment.
• Must have the ability to interact with staff at all levels, donors, government officials, governing board, private agencies and contractors professionally.
• Desire to be a part of an innovative, fast-paced organization and Development department.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

This job description has been examined for compliance with the Americans with Disabilities Act (ADA) and the Fair Labor Standards Act (FLSA) (May 1995).