Development Coordinator

Houston Humane Society; Town of Texas (WI); On-site; USD 42,000 - 60,000; Full time

Job summary

The Houston Humane Society is seeking a Development Coordinator to support the Development Department with accurate gift entry, donor records maintenance, timely acknowledgments, and tracking of in-kind gifts across channels.

You will collaborate with the Development Director and Finance to ensure revenue is recorded correctly, data integrity, PCI compliance, and reliable reporting for strategic decision‑making, while maintaining CRM records and assisting fundraising initiatives.

Qualifications

• Associate’s degree preferred; Bachelor’s degree in business, nonprofit management, or communications is a plus; equivalent experience considered.
• 3–5 years of administrative, database, financial reconciliation, or nonprofit support experience preferred.
• Experience processing gift entry, donor records, reporting, and revenue reconciliation with accuracy.
• CRM experience required; DonorPerfect experience a plus.
• Nonprofit development experience preferred.
• Knowledge of gift entry, donor stewardship, pledge management, and tribute gifts.
• Data security standards, internal controls, and PCI compliance related to payments.
• Proficient in MS Office, especially Excel and Word; quick system learning.
• Strong written and verbal communication; ability to maintain confidentiality.
• Collaborative work style and commitment to operational excellence.

Responsibilities

• Process daily gift entry across channels; ensure timely recording and auditing.
• Maintain pledge tracking, recurring gifts, and matching gift workflows.
• Reconcile gifts with finance; align reporting with records and revenue tracking.
• Prepare donor acknowledgment letters, tax receipts, and stewardship communications.
• Maintain donor CRM records; update addresses, preferences, and duplicates.
• Track in-kind donations with FMV information and documentation.
• Maintain physical and electronic donor files and documentation.
• Respond to donor inquiries with confidentiality and professionalism.
• Support events and fundraising activities as assigned.

Skills

Gift entry accuracy

Donor records management

Reconciliation

PCI compliance knowledge

Customer service

Data security

Microsoft Excel

Communication skills

Confidentiality

Collaboration

Education

Associate’s degree

Bachelor’s degree in business/nonprofit/communications

Equivalent experience considered

Tools

CRM software

DonorPerfect

Job description

Job Description

Position Overview

The Development Coordinator is a member of the development team responsible for providing administrative and operational support to the Development Department by ensuring the accurate processing of gift entry, maintaining data accuracy and donor records, preparing donor acknowledgments, tracking in‑kind donations, and assisting department with fundraising initiatives.

This role works closely with the Development Director and Finance Department to ensure accurate revenue recording, strong internal controls, excellent donor service, and reliable data for strategic decision-making.

The Development Coordinator will assist with operations infrastructure, including daily gift entry, pledge tracking, recurring gift management, CRM administration, and reconciliation with finance. This position is accountable for accuracy, reporting timeliness, operational integrity, PCI compliance, and data security across development systems and processes.

Duties and Responsibilities

• Process daily gift entry and ensure the accurate and timely processing, auditing, coding, and recording of all donations from multiple channels, including online, direct mail, events, in‑kind, matching gifts, third‑party platforms, stock, and over‑the‑counter contributions.
• Maintain pledge tracking, recurring gift administration, matching gift workflows, tribute gifts, and other donor revenue processes to ensure complete and accurate donor records.
• Reconcile all gifts processed with the finance department and ensure daily, monthly, campaign, and year‑end reporting aligns with financial records and departmental revenue tracking.
• Prepare donor acknowledgment letters, tax receipts, tribute notifications, and other stewardship correspondence for review and distribution.
• Maintain accurate donor and constituent records within organization’s CRM by performing routine database update – address changes, communication preference updates, returned mail processing, and duplicate record cleanup.
• Track and document in‑kind donations, including fair market value (FMV) information and supporting documentation, ensuring gifts are properly recorded.
• Maintain physical and electronic donor files and supporting documentation.
• Respond to routine donor inquiries and provide excellent customer service while maintaining confidentiality.
• Other duties as assigned.

Supervision Received

Works under the general direction of the Development Director.

Supervision Exercised

N/A

Qualifications and Skills

• Associate’s degree preferred; Bachelor’s degree in business, nonprofit management, communications, or a related field is a plus. Equivalent experience may be considered.
• Minimum of three to five years of administrative, database, financial reconciliation, or nonprofit support experience preferred.
• Demonstrated experience processing gift entry, donor records, reporting, and revenue reconciliation with a high degree of accuracy and accountability.
• Experience with a nonprofit donor database or CRM required; DonorPerfect experience a plus.
• Experience working in a nonprofit development environment preferred.
• Strong understanding of gift entry, donor stewardship, gift documentation, pledge management, matching gifts, and tribute gifts.
• Working knowledge of data security standards, internal controls, and PCI compliance related to payment processing and donor information management.
• Proficiency in Microsoft Office, especially Excel and Word, and the ability to learn new systems quickly.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive donor information with professionalism.
• Strong ability to work collaboratively with staff, volunteers, and donors.
• High ethical standards and demonstrated ability to maintain confidentiality and discretion in handling donor and organizational information.
• Detail-oriented, process-driven, and committed to operational excellence, reporting timeliness, and continuous improvement.

Working Conditions

• Performs work primarily in an office setting.
• May occasionally support events or fundraising activities outside normal business hours.
• Potential exposure to animal bites and scratches in an animal welfare environment.
• Frequent walking, standing, bending, and stooping.

Physical Demands

• Sitting for extended periods of time.
• Frequent use of a computer and standard office equipment.
• Ability to lift up to 30 pounds.