Donor Database Coordinator

Vaco; New York (NY); Hybrid; USD 39,000 - 45,000; Full time

Job summary

Vaco is partnering with a nonprofit organization in Manhattan, NYC, to hire a Donor Database Coordinator. The role focuses on gift processing, donor records, and database administration to support development operations and reporting.

You will manage Raiser's Edge NXT data quality, create queries and exports for campaigns, and oversee acknowledgments and communications. This is a contract-to-hire, hybrid position paying $28–$33 per hour.

Qualifications

• 3-5 years in nonprofit development operations or fundraising administration.
• Experience with fundraising databases; Raiser's Edge preferred, Raiser's Edge NXT strongly desired.
• Proficient in data entry, queries, reporting, and data quality management.
• Strong attention to detail and accuracy.

Responsibilities

• Process gifts and pledges daily and post to financial systems.
• Maintain donor records, relationships, notes, and demographics.
• Run queries, reports, and exports for campaigns and analytics.
• Oversee acknowledgments and donor communications.
• Support moves-management, mailings, events, and stewardship.
• Train staff on Raiser's Edge NXT and data standards.
• Coordinate with Finance for monthly revenue reconciliations.

Skills

Attention to detail

Nonprofit development operations

Data entry

Reporting & data quality

Tools

Raiser's Edge NXT

Financial Edge

Job description

Client

Non Profit Organization

Title

Gift Processing/Database Coordinator

Contract to Hire

Hybrid-

3 days a week onsite 2 days from home

Payrate

$28/hr-$33/hr

Location

Manhattan, NYC

Donor Database Coordinator

Position Overview

The Donor Database Coordinator plays a critical role in supporting donor management, gift processing, database administration, and development operations. This position is responsible for ensuring the accurate and timely processing of gifts, pledges, donor records, acknowledgments, and reporting.

The Donor Database Coordinator serves as a key resource for the organization's fundraising database, with primary responsibility for data integrity, reporting, queries, donor communications, and operational support for fundraising initiatives.

Key Responsibilities

Donor & Gift Processing

• Serve as the in-house resource for Raiser's Edge NXT, ensuring the accuracy, integrity, and confidentiality of donor and gift data.
• Process gifts and pledges daily, including batch creation, posting to Financial Edge, and generating acknowledgments and receipts.
• Create and maintain constituent records, including relationships, notes, attributes, and demographic information.
• Identify and resolve duplicate records and make gift adjustments as needed.
• Review supporting documentation for gift batches, apply appropriate program coding, and coordinate with Accounting on financial review and approvals.
• Upload and maintain relevant documentation within donor records.
• Conduct regular database hygiene and quality-control audits, including deduplication, address updates, and record cleanup.
• Develop and manage queries, reports, and exports to support campaigns, mailings, events, and fundraising analytics.
• Oversee donor acknowledgment processes, including mail merges, tribute cards, personalized correspondence, and inquiry responses.
• Support tracking and reporting of donor engagement, campaign performance, and fundraising metrics.
• Provide training and guidance to staff on Raiser's Edge NXT functionality, data standards, and best practices.
• Document database procedures and contribute to a centralized knowledge base of processes and workflows.
• Partner with Finance to support accurate monthly revenue reconciliation.

Development Operations & Fundraising Support

• Manage the moves-management system, including weekly pipeline updates and prospect assignments.
• Support direct mail and email campaigns by developing accurate mailing lists and donor segments.
• Produce donor correspondence, including acknowledgment letters, receipts, invoices, renewal notices, and pledge reminders.
• Collaborate with internal teams to support donor-facing materials, including impact reports, gift agreements, newsletters, appeals, and other communications.
• Conduct prospect research to help identify and qualify potential major gift opportunities, including assessing philanthropic interests and giving capacity.
• Utilize internal and external data sources and research tools to support prospect identification and prioritization.
• Support fundraising events through RSVP management, guest-list coordination, and post-event follow-up.
• Regularly review and enhance donor acknowledgment and stewardship communications.
• Provide general operational support to the Development team as needed.

Qualifications

Required

• 3-5 years of experience in nonprofit development operations, fundraising administration, database management, or a related field.
• Experience working with fundraising databases; proficiency with Raiser's Edge preferred, with Raiser's Edge NXT strongly desired.
• Demonstrated experience with data entry, database queries, reporting, and data quality management.
• Strong attention to detail and commitment