Database Manager

Coalition For The Homeless of Central Florida, Inc; Orlando (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Coalition For The Homeless of Central Florida, Inc seeks a Database Manager to serve as the primary administrator for DonorPerfect, supporting data integrity and fundraising strategies in Orlando. You will manage donor records, gift processing, and reporting to aid cultivation and stewardship efforts.

You will generate dashboards and recurring reports for leadership, ensure timely acknowledgments, and collaborate with the Development Team to enhance database practices.

Qualifications

• Experience with donor management systems; DonorPerfect preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to lift up to 25 lbs.
• Commitment to AFP ethics and fundraising regulations.
• Interest in continuing education to stay current on fundraising trends.

Responsibilities

• Administer and maintain the donor database (DonorPerfect).
• Maintain database integrity via updates, audits, and data-quality initiatives.
• Record charitable contributions, pledges, and gifts in DonorPerfect.
• Process donations and generate daily contribution reports.
• Develop donor segmentation and portfolio management for moves management.
• Generate donor receipts and assist with sponsorship invoices.
• Develop recurring reports and dashboards for leadership and Board.
• Respond to donor inquiries and provide data support to the team.

Skills

Communication skills

Attention to detail

Relationship building

Data analysis

Integrity

Time management

Willingness to learn

Tools

DonorPerfect

Microsoft Excel

Microsoft Word

Outlook

OneCause

Job description

Position Title

Database Manager

Reports To

Director of Development

FLSA Status

Salary – Exempt – Full-Time

Overview

The Development Database Manager serves as the primary administrator and subject matter expert for the Coalition's donor database (DonorPerfect), supporting the integrity, accuracy, management, and strategic use of fundraising data. This position is responsible for donor database administration, gift processing, donor records, reporting, portfolio management, data analysis, and related systems that support the Development Team's fundraising activities. The Development Database Manager maintains the data infrastructure used to support donor cultivation, stewardship, solicitation strategies, campaign planning, fundraising performance, and Board reporting while ensuring timely gift processing, acknowledgments, accurate donor records, and ongoing improvement of database practices and functionality.

Key Responsibilities

• Administer and maintain the Development donor database (DonorPerfect), ensuring the integrity, accuracy, consistency, and appropriate use of donor and fundraising data.
• Maintain database integrity through routine updates and corrections, oversight of data-entry practices, duplicate management, constituent record audits, and ongoing data-quality improvement initiatives.
• Maintain responsibility for the timely and accurate entry and recording of charitable contributions, recurring gifts, pledges, soft credits, memorial gifts, matching gifts, and donor information within DonorPerfect.
• Process donations, generate Daily Contributions Reports, and prepare timely donor acknowledgment letters within established departmental timelines.
• Maintain and improve procedures for logging and tracking financial and Gift-in-Kind donations to support accurate documentation, valuation, and reporting.
• Analyze fundraising and donor data, prepare reports and forecasts, and develop targeted mailing lists to support fundraising campaigns, donor stewardship, Board reporting, and Development Team decision-making.
• Develop and maintain donor segmentation, monthly-giving records, donor tiers, and fundraiser portfolios to support moves management and fundraising activities.
• Generate donor receipts and assist with invoices related to sponsorships, event participation, and other contributions.
• Develop and maintain recurring reports and dashboards for the Development Team, CEO, Board of Directors, and organizational leadership, including information regarding fundraising performance, donor trends, and campaign results.
• Monitor recurring-giving activity, including upcoming lapsed monthly donors, failed recurring gifts, expiring payment methods, and other potential retention concerns, and provide relevant reporting to the Development Team.
• Manage sponsorship entry and related donor records within OneCause, including benefit tracking, reporting, and reconciliation with DonorPerfect.
• Maintain knowledge of DonorPerfect updates, functionality, and recommended practices; identify and recommend system enhancements; and provide internal training and support regarding database functionality and appropriate use.
• Respond to donor requests, public inquiries, and Development Team data-support requests in a professional and timely manner.
• Generate and distribute annual tax receipts and year-end giving statements, ensuring accurate and timely delivery consistent with applicable requirements and organizational procedures.
• Support Development Office incoming calls and serve as a liaison to other departments as needed.
• Monitor and manage grant portals and the Coalition's P.O. Box.
• Assist with special projects and Development initiatives as assigned.

Qualifications

• Experience with donor management systems (DonorPerfect experience preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to lift and carry up to 25 lbs.
• Commitment to the AFP Code of Ethical Principles and Standards and compliance with all fundraising regulations.
• Interest in continuing education to stay current on fundraising trends and best practices.

Required Skills

• Strong written and verbal communication skills; legible handwriting is essential.
• Strong attention to detail and ability to manage multiple projects with tight deadlines.
• Strong relationship-building skills with donors, volunteers, board members, and community partners.
• Data-driven mindset with the ability to analyze and apply donor data to support fundraising strategy.
• High personal integrity, discretion, and sound judgment.
• Willingness to learn and grow within a variety of fundraising areas, including special events, third-party fundraising, monthly giving, and donor stewardship.
• Financial gift acknowledgments processed within 48 hours.
• Active contribution to overall development department fundraising metrics.

Disclaimer

This job description does not imply that these are the only duties to be performed by the employee in this position. The employee will be required to follow any other job-related instructions and perform other job-related duties requested by any person authorized to give instructions or assignments. This description excludes the marginal functions of the position that are incidental to essential job duties. All duties, responsibilities, and requirements are vital to the job. This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.