Database Coordinator

Melanoma Research Foundation; Washington (District of Columbia); Hybrid; USD 58,000 - 72,000; Full time

Job summary

Melanoma Research Foundation seeks a Database Coordinator to enter and maintain donor and gift data in DonorPerfect, ensuring accurate records and timely processing. You will support staff with routine data tasks, run standard reports, and assist with month-end close while protecting donor confidentiality.

The role focuses on data quality, workflow improvements, and staff training on routine DonorPerfect tasks, with a hybrid in-office schedule in Washington, DC.

Qualifications

• Strong attention to detail with high accuracy in data entry.
• Experience with donor databases and CRM systems; DonorPerfect preferred.
• Proficiency with Microsoft Excel for data manipulation.
• Ability to handle confidential donor information discreetly.

Responsibilities

• Enter and maintain donor, constituent, and gift information in DonorPerfect.
• Process gifts, pledges, payments, and generate tax receipts.
• Prepare routine queries, lists, exports, and standard reports.
• Respond to staff and donor inquiries and escalate complex issues.
• Assist with month-end close and reconciliation of gift records.
• Lead development of the database dashboard for staff and Board.

Skills

Attention to detail

Data entry

CRM systems

DonorPerfect

Excel

Communication

Confidentiality

Education

Bachelor’s degree preferred

Relevant work experience considered

Tools

DonorPerfect

Job description

The following 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.

JOB SUMMARY:

The Database Coordinator supports the Melanoma Research Foundation (MRF) by entering and maintaining accurate donor, constituent, and gift information in our CRM, DonorPerfect. This hands-on role focuses on timely gift processing, reliable records, and responsive database support for staff. The Database Coordinator also identifies opportunities to simplify routine tasks and helps implement improvements to data entry and gift processing workflows.

DUTIES AND RESPONSIBILITIES:

Data Entry and Gift Processing:

• Enter and update gifts, pledges, payments, donor information, and other constituent records accurately and promptly.
• Apply gift coding according to established procedures, including campaigns, solicitations, fund designations, and accounting codes; follow up with staff to obtain missing information.
• Review information from lockbox, online giving platforms, event systems, and other sources; prepare and complete imports using established templates and procedures.
• Process gift acknowledgments, tax receipts, and pledge reminders in accordance with MRF procedures and donor preferences.
• Maintain gift documentation and coordinate with development, operations, and accounting staff to resolve entry discrepancies and support reconciliation.
• Own the gift entry portion of the month-end financial close. Verify that all gifts for the period are entered and coded accurately by the close deadline, and work with Operations and Accounting to reconcile gift records and resolve discrepancies.

Database Maintenance and Staff Support:

• Review records for accuracy and completeness; correct errors, identify and merge duplicate records according to established procedures, and maintain contact information and communication preferences.
• Prepare routine queries, mailing lists, exports, and standard reports based on staff requests and established criteria.
• Respond to routine staff and donor inquiries about gift records, acknowledgments, and tax receipts. Escalate complex inquiries to the appropriate staff member.
• Train staff on routine DonorPerfect tasks and established data entry and gift processing procedures.
• Coordinate routine database support requests with vendors, track open issues, and **escalate** complex issues to the supervisor.
• Prepare standard revenue reports and exports for Operations and Accounting to support reconciliation and recurring reporting.
• Lead the development and quarterly production of the database dashboard for staff and Board review, coordinating timelines and compiling metrics defined and provided by each department.
• Protect confidential donor and constituent information and follow established access and data handling procedures.

Workflow Improvements:

• Identify repetitive tasks, bottlenecks, and common entry errors; recommend practical improvements to increase accuracy and efficiency.
• Work with the supervisor and relevant staff to test and implement approved templates, import processes, database features, and routine automations.
• Document and update step-by-step procedures for gift entry, acknowledgments, record maintenance, and other recurring tasks.
• Stay current on new DonorPerfect features, assess which could improve the MRF’s workflows, and coordinate the rollout of approved features, including training staff and updating procedures.
• Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong attention to detail and ability to complete repetitive data entry accurately and efficiently.
• Ability to organize work, manage competing deadlines, and follow established procedures while recognizing when clarification is needed.
• Working knowledge of CRM or donor database systems, including record maintenance, queries, imports, and exports; DonorPerfect experience preferred.
• Proficiency with Microsoft Office, including Excel skills for sorting, filtering, formatting, and preparing data for import.
• Strong communication and customer service skills, with the ability to work collaboratively with staff, donors, vendors, and consultants.
• Ability to troubleshoot routine data issues, learn new systems, and suggest practical process improvements.
• Ability to handle confidential information with discretion

EDUCATION AND EXPERIENCE:

• At least two years of experience in data entry, gift processing, database support, or a related administrative role preferred.
• Proficiency in Microsoft Excel, including formulas, pivot tables, sorting, filtering, and data cleanup to support accurate data entry, imports, and exports.
• Experience with DonorPerfect or a similar CRM preferred, particularly in a nonprofit or fundraising environment.
• Bachelor’s degree preferred; an equivalent combination of education and relevant work experience will be considered.

SALARY: $58,000-72,000

ADA PHYSICAL DEMANDS:

The physical demands represent those that must be met by an employee to successfully perform the essential duties and responsibilities of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• The position requires being seated for several hours a day. The employee must frequently speak and hear as well as utilize the telephone, computer keyboard and monitor, pen and paper.
• The employee is required to walk and/or travel by car, train or plane.

This hybrid position is based in Washington, DC, and requires working in the office at least two days per week.