Donor Stewardship and Database Coordinator

Humane Society of Sarasota County; Sarasota (FL); On-site; USD 36,000 - 60,000; Full time

Job summary

Humane Society of Sarasota County is seeking a Donor Stewardship and Database Coordinator to manage donor data, maintain Virtuous CRM, and support fundraising reporting.

You will ensure accurate donor records, generate acknowledgments, and create insights that strengthen donor relationships and fundraising outcomes.

Qualifications

• At least 3 years of experience working with nonprofit fundraising databases, donor management systems, or comparable CRM platforms.
• Experience with Virtuous CRM strongly preferred.
• Proficient in Microsoft Excel and data analysis.

Responsibilities

• Maintain donor records, giving histories, preferences, relationships, and engagement in Virtuous CRM.
• Process and code charitable contributions (checks, online gifts, recurring gifts, matching gifts, etc.).
• Generate timely donor acknowledgments, receipts, and gift-related correspondence.
• Create reports, queries, dashboards, and donor lists to guide fundraising strategy.
• Reconcile fundraising revenue between Virtuous and the accounting system; research discrepancies when needed.
• Conduct database audits, imports/exports, and enforce data quality standards.
• Support system integrations and automation to improve efficiency.

Skills

Fundraising databases

Virtuous CRM

Microsoft Excel

Education

Associate degree

Bachelor’s preferred

Job description

Description

Join Our Pack & Pride as a Donor Stewardship and Database Coordinator!

Salary up to $60,000 annually based on experience | Comprehensive Benefits Package | Full-time, 40 hours/week

Are you someone who loves making data make sense, spotting the details others might miss, and knowing that accurate information can help build stronger relationships?

Do you enjoy the behind-the-scenes work that makes great fundraising possible, from ensuring donors are thanked properly to turning data into meaningful insights?

If you're a detail-oriented, analytical professional who understands the connection between strong data, thoughtful donor stewardship, and fundraising success, the Humane Society of Sarasota County (HSSC) wants you on our team.

Why HSSC?

At HSSC, we're more than a shelter. We're a community-driven organization dedicated to saving lives, strengthening the human-animal bond, and providing compassionate care for animals in need. Every gift to HSSC represents someone choosing to be part of that mission. Behind those gifts are donor relationships, accurate records, thoughtful acknowledgments, and reliable data that help us understand and strengthen our fundraising efforts.

As our Donor Stewardship and Database Coordinator, you'll help connect all of those pieces. You'll serve as the primary administrator of Virtuous CRM while supporting gift processing, donor stewardship, fundraising reporting, financial reconciliation, and the data our teams rely on to make informed decisions.

Why You'll Love This Role:

• Connect Data to a Mission That Matters. Help ensure the information behind HSSC's fundraising efforts is accurate, meaningful, and ready to support our mission.
• Help Create a Great Donor Experience. Support timely, accurate, and personalized acknowledgments and maintain the information that helps HSSC build strong donor relationships.
• Become Our Virtuous Expert. Serve as HSSC's primary administrator and internal resource for Virtuous CRM.
• Turn Data Into Insights. Build reports, dashboards, donor lists, and analyses that help guide fundraising strategy and decision-making.
• Work Across Finance & Fundraising. Help connect Finance and Advancement by ensuring charitable contributions are recorded and reconciled accurately.
• Make Good Processes Even Better. Identify opportunities to streamline workflows, strengthen data quality, improve reporting, and use technology more effectively.

What the Day Really Looks Like:

• Keep Our Donor Database in Great Shape. Maintain accurate donor records, giving histories, communication preferences, relationships, and engagement activity in Virtuous CRM.
• Process Donations from Start to Finish. Record and code charitable contributions from checks, online and recurring gifts, matching gifts, donor-advised funds, grants, events, securities, planned gifts, and other giving sources.
• Make Every Thank You Count. Generate timely and accurate donor acknowledgments, receipts, and gift-related correspondence.
• Dig Into the Data. Create reports, queries, dashboards, donor lists, and analyses to help HSSC understand fundraising performance and donor engagement.
• Help Fundraising Teams Work Smarter. Support donor segmentation, prospect research, moves management, outreach lists, and identification of opportunities to strengthen donor engagement.
• Keep Finance and Fundraising in Sync. Reconcile fundraising revenue between Virtuous and HSSC's accounting system and research discrepancies when they arise.
• Keep Our Data Clean and Consistent. Conduct database audits, resolve discrepancies, manage imports and exports, and maintain data standards and quality controls.
• Help Our Systems Work Better Together. Support integrations between Virtuous and other organizational systems and identify opportunities for increased efficiency through automation and technology.

Requirements

You're a Perfect Fit If You...

• Have at least 3 years of experience working with nonprofit fundraising databases, donor management systems, or comparable CRM platforms.
• Have experience with Virtuous CRM, which is strongly preferred.
• Understand nonprofit gift processing, donor acknowledgments, fundraising reporting, database management, and donor stewardship.
• Are comfortable creating database queries, reports, exports, and constituent segments.
• Are highly proficient in Microsoft Excel and comfortable managing, organizing, and analyzing complex datasets.
• Are exceptionally detail-oriented and take pride in keeping data accurate, organized, and reliable.
• Can look beyond the numbers and understand how strong data supports donor relationships and fundraising strategy.
• Enjoy improving processes, solving problems, and finding more efficient ways to get things done.
• Have an associate's degree or an equivalent combination of education and relevant professional experience; a bachelor's degree is preferred.
• Are passionate about animal welfare and aligned with HSSC's mission and values.

The Nuts & Bolts:

• Full-time, exempt/salaried position
• 40 hours per week, Monday-Friday
• Department: Finance & Administration
• Reports to: Senior Director of Finance & Administration
• Works collaboratively with the Finance and Advancement teams
• Weekend and holiday availability may be needed based on organizational needs
• Shelter-based environment with exposure to cats and dogs
• This position does not supervise staff

Ready to Put Your Data Skills Behind a Lifesaving Mission?

If you're looking for a role where your love of data, eye for detail, and understanding of donor relationships can help fuel meaningful fundraising and lifesaving work, we'd love to meet you.

Together, we save lives.