Donor Operations Coordinator

The Society of St. Vincent de Paul - Cincinnati; Cincinnati (OH); On-site; USD 48,000 - 62,000; Full time

Job summary

The Society of St. Vincent de Paul - Cincinnati seeks a Donor Operations Coordinator to ensure routine and timely gift processing and donor acknowledgments. You will maintain precise donor records, reconcile data with the finance team, and support fundraising through accurate data and reporting.

You will collaborate with Finance and fundraising teams, generating donor lists, supporting campaigns, and ensuring data hygiene. This role emphasizes accuracy, donor-centered service, and mission impact.

Qualifications

• Associate or bachelor’s degree preferred.
• 1–3 years of experience in gift processing, customer service, nonprofit operations, administrative work, or related fields.
• Strong analytical ability, high attention to detail, and comfort with numbers and accuracy.
• Excellent written communication and donor-centered interpersonal approach.

Responsibilities

• Process and code gifts with accuracy, consistency, and confidentiality.
• Reconcile donor CRM records with finance department records.
• Identify anomalies or unusual donor activity and escalate as needed.
• Generate timely donor acknowledgement letters (24–72 hours).
• Create and maintain donor lists, perform data pulls for events and campaigns.
• Collaborate with Finance to ensure timely reconciliation and accurate batch processing.

Skills

Analytical ability

Attention to detail

Numerical comfort

Organizational skills

Written communication

Interpersonal skills

Time management

Donor focus

Education

Associate or bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

DonorPerfect CRM

Job description

Donor Operations Coordinator Job Description

St. Vincent de Paul – Cincinnati (SVDP) has served residents of greater Cincinnati for over 150 years with basic needs such as food, medicine, and homelessness prevention through its outreach center in the West End and through fifty-six parish-based volunteer Conferences (chapters). SVDP provides holistic direct assistance and systemic change services while treating neighbors in need with dignity, and compassion. At St. Vincent de Paul, diversity is a fact and inclusion an act. Every person is valued and made to feel that they belong.

Job Summary

The Donor Operations Coordinator’s core responsibility is to ensure routine and timely gift processing and donor acknowledgements. This position is responsible for processing every donation quickly, accurately, and with consistency, ensuring that records are maintained with precision; and that acknowledges are timely, strengthening donor trust. By executing high-accuracy gift processing, supporting financial reconciliation, maintaining donor satisfaction, greater donor retention, operational efficiency, and revenue protection.

Key Responsibilities

Gift Processing & Financial Coordination:

• Process and code all gifts with accuracy, consistency, and confidentiality
• Reconcile donor CRM records with finance department records, ensuring that all gifts are recorded and properly designated
• Identify anomalies, discrepancies, or unusual donor activity and expedite appropriately

Donor Acknowledgement:

• Generate gift acknowledgement letters in a timely donor-centered manner
• Adhere to industry- standard gift recognition timelines (24-72 hours).

Reports & Queries:

• Create and maintain donor lists, segmentation pulls, and event-related data requests.
• Ensure accuracy in lists that support fundraising, marketing, stewardship, and solicitation efforts.
• Assist the Senior Donor Operations Manager with data needs for reporting and analysis

Data Integrity & CRM Support:

• Maintain accurate, consistent, and functional donor records through routine data hygiene work (duplicate merges, address updates, appropriate tags, error correction)
• Uphold data governance standards and CRM processes.
• Provide basic CRM user support and escalated system issues when necessary

Collaboration, Communication & Mission Support:

• Partner closely with Finance to ensure timely, accurate reconciliation and error-free batch processing.
• Collaborate with fundraising, marketing and events teams to ensure data supports donor journeys and campaigns.
• Support donor events, seasonal mission initiatives, and special campaigns with accurate data and onsite assistance.

Qualifications:

• Associate or bachelor’s degree preferred.
• 1-3 years of experience in gift processing, customer service, nonprofit operations, administrative work, or related fields.
• Genuine passion for the mission of St. Vincent de Paul.
• Thrives in environments of growth, feedback, and continual improvement.
• Strong analytical ability, high attention to detail, and comfort with numbers and accuracy.
• Able to balance recurring daily responsibilities with ongoing project-based work.
• Excellent written communication and donor-centered interpersonal approach.
• Strong organizational skills and discipline in time management.
• Experience in Microsoft Office, especially Word and Excel.
• CRM/donor database experience preferred; DonorPerfect experience a plus