Donor Database Coordinator

Vaco by Highspring; New York (NY); Hybrid; USD 33,000 - 44,000; Full time

Job summary

Well-Known Non-Profit Organization in New York’s Financial District is seeking a Donor Database Coordinator to maintain donor and gift data with strict confidentiality. You will process pledges, update constituent records, and collaborate with Accounting on monthly revenue reconciliation.

The role also covers data hygiene, creating donor reports, supporting campaigns, and staff training on database best practices. Hybrid work model with 3 days on-site and 2 remote.

Qualifications

• 3 to 5 years of experience in nonprofit development operations, database management, or a related field.
• Proficiency with fundraising databases for data entry, queries, and reporting.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Strong attention to detail, organizational skills, and analytical ability.

Responsibilities

• Serve as the in-house expert for the primary fundraising database, maintaining donor and gift data accuracy and confidentiality.
• Process pledges and gifts daily, including batch creation and acknowledgments.
• Create and update constituent records, identify duplicates, and manage gift adjustments.
• Coordinate with Accounting for financial review and monthly revenue reconciliation.
• Conduct data hygiene audits and upload relevant documents to donor records.
• Build queries, reports, and exports to support campaigns and fundraising metrics.
• Oversee acknowledgment processes and staff training on database usage.

Skills

Nonprofit operations

Database management

Attention to detail

Analytical ability

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Client: Well-Known Non-Profit Organization

Role: Donor Database Coordinator

Pay: $28/hour

Location: Financial District

3 days/week on site, 2 remote

Key Responsibilities

Donor & Gift Processing

• Serve as the in-house expert for the primary fundraising database, maintaining the accuracy, integrity, and confidentiality of donor and gift data.
• Process pledges and gifts daily, including batch creation, posting to financial software, and generating acknowledgments and receipts.
• Create and update constituent records, including relationships, notes, attributes, and demographic information. Identify and resolve duplicate records and make gift adjustments as necessary.
• Review supporting documentation for gift batches, apply correct program coding, and coordinate with the Accounting Department for financial review, approvals, and monthly revenue reconciliation.
• Conduct regular data hygiene audits, including deduplication and address updates, and upload relevant documents to donor records.
• Build and manage queries, reports, and exports to support campaigns, mailings, events, analytics, tracking donor engagement, and fundraising metrics.
• Oversee acknowledgment processes, including mail merges, tribute cards, non-automated letters, and inquiry responses.
• Provide staff training on database functionality and best practices, document data processes, and contribute to a centralized knowledge base of database procedures.

Development Operations & Support

• Manage the moves-management system, including weekly pipeline updates and prospect assignments.
• Support direct mail and email campaigns by generating accurate mailing lists and donor segmentation.
• Produce donor correspondence, including acknowledgment letters, receipts, invoices, renewal notices, and pledge reminders.
• Collaborate across teams to create donor-facing materials such as impact reports, gift agreements, newsletters, appeals, and other print and digital communications.
• Conduct prospect research to identify and qualify major gift opportunities, assessing capacity, philanthropic interests, and leveraging internal and external data tools to prioritize prospects.
• Support fundraising events through RSVP management, guest list coordination, and post-event follow-up.

Qualifications

• 3 to 5 years of experience in nonprofit development operations, database management, or a related field.
• Proficiency with fundraising databases for data entry, queries, and reporting.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Strong attention to detail, organizational skills, and analytical ability.
• Ability to manage multiple priorities and deadlines independently.
• Strong interpersonal and collaboration skills.