Development and Database Coordinator

Adventure Science Center; Nashville (TN); On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Free parking

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability coverage

Paid time off

Job summary

Adventure Science Center in Nashville is seeking a Development and Database Coordinator to manage donor records, process gifts, and support fundraising campaigns. You will work closely with the DOD, CAO, CEO, and Finance to ensure accurate data and timely reporting.

The role requires up to 2 years of related experience, a Bachelor's degree, and proficiency with donor databases (Altru/Blackbaud). This is a full-time, on-site position in Nashville, TN, with competitive benefits.

Qualifications

• Bachelor’s degree or equivalent experience in a related field required.
• Up to 2 years donor fundraising, database administration, non-profit operations, marketing or project coordination experience preferred.
• Donor database or CRM knowledge required; Blackbaud/Altru knowledge preferred.

Responsibilities

• Enter gifts, pledges, donor info accurately in the donor database.
• Prepare gift acknowledgments, pledge reminders, and donor communications.
• Prepare data extracts to assist proposals and projects; research prospective donors.
• Support fundraising campaigns with CEO/CAO/DOD involvement; maintain records.
• Coordinate donor meetings, stewardship activities, and event follow-up.

Skills

Organizational skills

Attention to detail

Written & verbal communication

Donor relations

Data analysis

Team collaboration

MS Excel

Education

Bachelor’s Degree

Tools

Altru CRM

Blackbaud CRM

Job description

Description

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

Requirements

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