Database and Stewardship Specialist

The Henry Ford; Dearborn (MI); Hybrid; USD 60,000 - 90,000; Full time

Job summary

The Henry Ford is seeking a Database and Stewardship Specialist to support the Institutional Advancement Team. You will manage gift processing, prepare timely acknowledgments and tax documentation, and maintain accurate donor records to ensure data integrity across systems.

In this hybrid, Monday–Friday role, you will coordinate with Finance and Accounting, develop dashboards and reports, and help steward donors through compliant, thoughtful communications and ongoing stewardship activities.

Qualifications

• Bachelor’s degree preferred or an equivalent combination of education and experience.
• 5+ years' experience in a professional or administrative setting, including 3+ years in donor database administration, gift processing, fundraising operations, or related data management and reporting.
• Proficiency in administering donor relationship databases, including Blackbaud Raiser's Edge NXT.
• Experience reconciling gift or financial data, maintaining accurate records, and generating reports.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Availability to work a regular Monday–Friday schedule, 40 hours per week, with occasional evening and weekend hours to support donor events and departmental needs.
• Hybrid work setting.

Responsibilities

• Serves as the primary administrator for donor database; develops and implements procedures to meet legal and regulatory compliances in coordination with IAT, Finance and Accounting.
• Trains new and current Advancement team members within Raiser’s Edge NXT.
• Establishes appropriate funds reflecting fundraising goals; communicates with Advancement, ITS and Finance throughout this process.
• Maintains accurate, complete data and supporting documentation consistent with audit requirements; works with Finance and Accounting during audits.
• Monitors data flow between NetSuite, Blackbaud Raiser’s Edge NXT, and Siriusware; troubleshoots discrepancies and coordinates solutions with ITS and Finance.
• Manages, reconciles, and imports gift information from multiple sources; researches ways to improve data capture and reconciliation.
• Prepares acknowledgment receipts and letters; tests templates to support timely donor communications.
• Coordinates weekly with the Call Center to ensure Donor Society membership cards are printed and distributed promptly.
• Determines and applies donor/prospect coding; maintains current information using Trustee listings and institutional updates.
• Develops and generates custom dashboards and weekly gift reports.
• Stays current with industry standards; recommends procedures to support fundraising goals.
• Answers the IAT main phone line and coordinates follow-up with appropriate team members.
• Supports donor events and experiences; some events after hours or on weekends.
• Performs other duties as assigned.
• Hybrid work setting

Skills

Donor data management

Data reporting

Attention to detail

Organizational skills

Time management

Verbal and written communication

Analytical thinking

Collaboration across teams

Discretion/confidentiality

Initiative and independence

Learning mindset

Training others

Education

Bachelor's degree or equivalent

Tools

Blackbaud Raiser's Edge NXT

Microsoft Excel

Microsoft Word

Job description

The Database and Stewardship Specialist is an essential member of the Institutional Advancement Team, managing gift processing, preparing timely acknowledgments and tax documentation, and maintaining detailed, accurate donor and prospect records. This role supports database quality and integrity by developing and implementing processes and procedures as the donor database evolves.

The Specialist maintains accurate records consistent with established practices and applicable legal, regulatory, and audit requirements in coordination with Finance and Accounting. The position provides reliable reporting to support fundraising goals and initiatives. This work is integral to The Henry Ford’s philanthropic efforts, fundraising progress, donor stewardship, and the overall success of the Institutional Advancement Team.

Essential Responsibilities

• Serves as the primary administrator for donor database; develops and implements procedures and best practices to meet legal and regulatory compliances in coordination with IAT, Finance and Accountin
• Trains new and current Advancement team members within Raiser’s Edge NXT
• As new fundraising initiatives continue to evolve, establishes appropriate funds that reflect fundraising goals once implemented; Communicates and makes recommendations to Advancement, ITS and Finance throughout this process
• Maintains accurate, complete data and supporting documentation consistent with audit requirements; Works closely with Finance and Accounting throughout the year and during audits, including maintaining documentation for major gift agreements
• Monitors data flow between NetSuite, Blackbaud Raiser’s Edge NXT, and Siriusware to support accurate gift processing, reconciliation, and reporting. Troubleshoots data discrepancies and system issues and coordinates solutions with ITS and Finance. Recommends process improvements as systems and team needs evolve
• Manages, reconciles, and imports gift information from multiple sources, including Siriusware, online donations, direct mail solicitations, wire transfers, and stock gifts; Researches and recommends ways to improve data capture and reconciliation
• Prepares acknowledgment receipts and letters and identifies the need for new or updated templates; Tests and troubleshoots acknowledgment processes as databases and software change to support timely, accurate donor communications
• Coordinates weekly with the Call Center to ensure Donor Society membership cards are printed and distributed promptly; Communicates changes to Donor Society programs and memberships
• Determines and applies appropriate donor and prospect coding, including attributes, relationships, and solicitation codes, consistent with established database practices; Maintains current information using Trustee listings and updates from across the institution
• Develops and generates custom dashboards and weekly gift reports to help the Advancement team track progress toward its goals
• Stays current with industry standards, identifies areas for improvement, and recommends procedures to support current and future fundraising goals and initiatives
• Answers the IAT main phone line, responds to constituent questions and concerns, and coordinates follow-up with appropriate team members
• Supports the Advancement team with guest check-in and other activities at donor events and experiences; Some events occur after business hours or on weekends
• Performs other duties as assigned
• Hybrid work setting

Qualifications

• Bachelor’s degree preferred or an equivalent combination of education and experience
• 5+ years' experience in a professional or administrative setting, that includes 3+ years' experience in donor database administration, gift processing, fundraising operations, or related data management and reporting
• Demonstrated proficiency in administering donor relationship databases, including Blackbaud Raiser’s Edge NXT
• Experience reconciling gift or financial data, maintaining accurate records, and generating reports
• Proficiency in Microsoft Office applications, particularly Excel and Word
• Availability to work a regular Monday–Friday schedule, 40 hours per week, with occasional evening and weekend hours to support donor events and departmental needs
• Hybrid work setting

Special Skills

• Commitment to and enthusiasm for The Henry Ford’s mission, vision and values a nd the ideals of philanthropy and ethical fundraising practices
• Strong attention to detail and excellent organizational skills
• Thorough understanding of donor database structures, data integrity, and practices for maintaining high-quality records
• Strong time management skills, with the ability to prioritize competing responsibilities and manage multiple projects
• Strong verbal and written communication skills, including the ability to explain database processes and train users
• Analytical thinking and problem-solving skills, including the ability to identify discrepancies and recommend process improvements
• Ability to collaborate across teams, particularly Advancement, Finance, Accounting, and ITS
• Ability to handle confidential and sensitive information with discretion

Ability to take initiative and work independently as well as collaboratively

Curiosity and a commitment to ongoing learning, including staying current with relevant industry practices and technology