Database Coordinator

SUMMARY

The Database Coordinator manages and maintains the integrity of Guadalupe Center’s growing donor database by accurately recording and tracking gift/financial and contact information of donors, corporations and prospects. The Database Coordinator is critical to the operations of the Philanthropy Team with responsibility for gift entry and acknowledgement and will work closely with and support the Director of Business Operations & Data. S/He will support other users of the database system to ensure accurate data input and output, technology management, access and training.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Complete gift entry by accurately entering new or updating existing records with gift amounts, contact information and assigning appropriate fund accounts, campaigns, designations, appeals or event codes.
• Process gifts as received and generate accurate gift acknowledgement letters within the industry standard of 48 hours.
• Produce pledge reminders as requested
• Process tribute notifications
• Process matching gifts and attach pertinent documents to donor records
• Create and prepare mailing list based on requested parameters when requested by staff
• Manage event registration, ensuring that registrant information is recorded in the system correctly
• Respond to inquiries related to donations/payments, event attendance, refunds and other matters; provide excellent customer service to our board and committee members, donors, friends and staff
• Monitor and maintain data integrity
• Provide support for monthly reconciliation including the timely processing of deposits, stock/wire transfers, refunds and other related data

Other Duties: Please note this job description is designed to contain a typical listing of activities, duties and/or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION and/or EXPERIENCE

• Bachelor’s Degree and/or 3+ years of development department administration, gift processing, or related database/system operation experience
• Proficient use of donor management databases such as Raiser’s Edge, Donor Perfect or other CRMi

SKILLS and ABILITIES

• Highly detail oriented with a critical degree urgency and accuracy regarding data entry and analysis
• Proficient use of Microsoft Office applications such as Word and Excel, including mail merge; PowerPoint and Publisher as needed; advanced spreadsheet skills desirable
• Familiarity with email marketing, POS, online payment processing, event management, and other integrated applications helpful
• Ability to develop queries, import/export and analyze data for a variety of fundraising needs.
• Knowledge of customer service best practices and demonstrated competence in working with donors
• Effective written and verbal communication skills.
• Flexibility, willingness and ability to learn new tasks and take on new projects
• Ability to analyze, research, and solve a wide range of problems
• Ability to implement and coordinate multiple projects in a fast-paced environment
• Ability to effectively work with and communicate with a wide range of people including Board of Trustees, Committee Members, volunteers, executives, managers, donors and the public
• Ability to use discretion and sensitivity in handling highly confidential donor information
• Ability to demonstrate a professional and approachable attitude on a consistent basis.

WORKING CONDITIONS AND PHYSICAL EFFORT

• Indoor office environment
• This position requires some evening and weekend work hours and regional travel
• Exposure to outdoor environment during special events
• May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties
• Minimal lifting may be required not to exceed 25 pounds
• May be required to transport oneself and/or supplies off-site to attend meetings, conferences, workshops, seminars, etc.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions