Development and Database Coordinator

Position Title: Development and Database Coordinator

FLSA Classification: Non-Exempt, Full-Time

Pay Rate: $23.00/hour 

Adventure Science Center’s mission is to ignite curiosity, empower exploration, and cultivate deeper connections to the world of science.   

POSITION OVERVIEW 

Reporting to the Director of Development (DOD), the Development and Database Coordinator supports the day-to-day operations of the Development Department, with primary responsibility for facilitating the successful management of our database and administrative functions of the Development Department.

This position maintains accurate and confidential donor records, processes gifts and acknowledgements, prepares reports and prospect information, and supports fundraising campaigns and donor communications.  The Development and Database Coordinator works closely with the DOD, Chief Advancement Officer (CAO), Chief Executive Officer/President (CEO), finance department, and other internal and external partners. 

KEY RESPONSIBILITIES 

Development  

• Ensures accurate and timely entry of gifts, pledges, donor information, and related documentation into the donor database  
• Prepares and distributes gift acknowledgments, pledge reminders, and other donor correspondence 
• Prepares data (segmentation and extraction) to assist with proposals and projects  
• Researches prospective individual, corporate, and foundation donors and prepares Prospect Profiles. 
• Provides campaign support for fundraising campaigns involving the CEO, CAO, DOD, and Board of Trustees 
• Maintains accurate and current donor, prospect, and organizational records 
• Records donor interactions, contact reports, research findings, and other relevant information in the donor database 
• Maintains the accuracy, consistency, completeness, and confidentiality of donor data by conducting routine data reviews and resolving duplicate, incomplete, or inconsistent records 
• Identifies opportunities to improve the use of Altru and strengthen departmental database practices, procedures, and reporting capabilities 
• Documents database processes and maintains consistent data-entry standards  
• Supports the preparation of donor meetings, solicitations, stewardship activities, and other fundraising initiatives 
• Assists with fundraising events, including preparation, registration, donor information, and event follow-up 

Administrative 

• Assists with donor appeals and mailings, including preparing, printing, assembling, and distributing materials 
• Produces analytical reports in a timely manner (e.g., monthly individual, corporation, and foundation giving) 
• Maintains organized electronic and physical departmental files, including Board of Trustees records 
• Prepares and produces pledge reminders in a timely manner 
• Tracks and reconciles revenue to budget  
• Prepares month-end pledge reconciliation reports for the Chief Business Officer, CAO, and DOD 
• Partners regularly with the Finance Department to generate reports as necessary for general ledger reconciliation, audit preparation, tax return preparation, data analysis, and unusual entries 
• Coordinates scheduling, correspondence, meeting preparation, and other administrative needs for the Development Department 
• Supports departmental projects and performs other related duties as assigned 

SPECIFIC KNOWLEDGE, SKILLS, ABILITIES, AND TRAITS 

• Excellent organizational skills and the ability to manage multiple priorities and deadlines 
• Demonstrated meticulous attention to detail, with experience reviewing work for accuracy and consistency, catching errors before they reach the CAO or DOD 
• Welcomes feedback from colleagues and leadership, using it to continuously improve processes 
• Excellent written and oral communication skills, including editing and proofreading abilities 
• Strong interpersonal skills and the ability to build positive relationships with donors, volunteers, colleagues, and community partners 
• Strong analytical, problem-solving, and decision-making skills 
• Ability to work both independently and as a part of a team in a fast-paced environment 
• Proficiency in Microsoft Office Suite, especially Excel, or the demonstrated ability and willingness to develop the necessary proficiency 
• Enthusiasm and appreciation for the value of museums, informal science education, and the vital role of philanthropy in supporting non-profit organizations 
• Professional, dependable, and service-oriented conduct 

QUALIFICATIONS 

• Education: Bachelor’s Degree or equivalent experience in a related field is required 
• Experience: Up to 2 years of experience in fundraising, database administration, non-profit operations, business, marketing or project coordination is preferred 
• Donor database or similar CRM software knowledge is required.  Blackbaud/Altru knowledge is preferred.  
• Excellent verbal and written communication skills, including superior composition, typing, and proofreading skills 
• Ability to work occasional evenings and weekends in support of fundraising events and other organizational activities 

ENVIRONMENTAL CONDITIONS AND PHYSICAL DEMANDS 

• Occasionally assist with the setup and breakdown of fundraising events  
• The work environment involves everyday risks or discomforts requiring normal safety precautions typical of such places as offices, meeting and training rooms, use of safe work practices with office equipment, avoidance of trips and falls and observance of fire regulations 
• Typically, walking, standing, bending, and carrying light items (up to 20 pounds unassisted), and 50lbs assisted are required. At times, the employee may sit comfortably to do the work. Also, the employee must have manual dexterity, visual and auditory acuity 
• Some repetitive motion is involved 

BENEFITS AND PERKS 

• Free onsite parking 
• Medical, Dental, Vision and Life Insurance 
• Employer-paid Short-Term and Long-Term Disability  
• Vacation Time, Sick Time and Personal Days, plus 11 paid holidays a year 
• 401(k) with Employer Match 
• Complimentary membership to Adventure Science Center 
• Free or discounted admission to local venues including The Nashville Zoo, The Frist Art Museum, Nashville Shores, Cheekwood Estate and Gardens, and more! 
• Employee Assistance Program (Free Counseling and Legal Services) 
• Eligibility for Public Student Loan Forgiveness 

This is intended to be a description of the general nature and level of work to be performed.  This job description should not be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.  These responsibilities and duties are subject to change at any time.

Adventure Science Center is an Equal Opportunity Employer