Events and Database Coordinator

Indianapolis Public Library Foundation; Indianapolis (IN); Hybrid; USD 40,000 - 60,000; Full time

Job summary

The Indianapolis Public Library Foundation is seeking an Events and Database Coordinator to support the Development team and manage fundraising CRM activities. This role focuses on coordinating Circulate: Night at the Library, donor events, and daily gift processing in a nonprofit setting.

Hybrid schedule after 90 days, with a 40-hour week, occasional evenings/weekends, and strong emphasis on communication, data integrity, and donor stewardship.

Qualifications

• Associate’s degree required; degree in fundraising, event management, communications, or related field preferred.
• Minimum two years of administrative, database management, or event planning experience.
• Experience in a nonprofit setting preferred.
• Excellent written and oral communication skills.
• Proficiency with Microsoft 365, Raiser’s Edge NXT and iWave; ability to learn new tools.

Responsibilities

• Coordinate the annual fundraising event Circulate: Night at the Library and serve as staff liaison to the Circulate committee and event consultant.
• Coordinate donor stewardship events and receptions including the McFadden Lecture pre-event reception, the board’s annual reception, and Library Night at Victory Field.
• Enter donor gifts into the fundraising CRM daily and prepare a daily cash receipt log.
• Generate acknowledgement letters and customize language for restricted major gifts.
• Oversee selection and distribution of birthday/holiday cards and donor gifts; coordinate book tile ordering and installation.
• Assist with fundraising reports and leverage the database to operate efficiently; audit data hygiene regularly.
• Maintain written procedures and participate on the Foundation’s DEI committee; perform other duties as assigned.

Skills

Communication

Attention to detail

Organization

Time management

Dependability

Problem solving

Professionalism

Education

Associate’s degree

Related field preferred

Tools

Microsoft 365

Raiser’s Edge NXT

iWave

Job description

Events and Database Coordinator

Deadline to Apply: November 20, 2026
Supervisor: Vice President of Development

Job Summary: Coordinator of events and fundraising CRM. Administrative support for the Development team.

Location: Indianapolis, IN

Terms: FLSA non-exempt. Forty (40) hours per week Monday – Friday with occasional evenings and weekends. Eligible for a hybrid schedule after 90 days of successful employment.

Job Duties:

Development Support (75% of time)

• Coordinate the annual fundraising event, Circulate: Night at the Library. Serve as the staff liaison to the Circulate committee and event consultant.
• Coordinate donor stewardship events and receptions, including the McFadden Lecture pre-event reception, the board’s annual reception, and Library Night at Victory Field.
• Enter donor gifts into fundraising CRM daily. Prepare and distribute a daily cash receipt log that includes contributions, book sale receipts, and other revenue.
• Generate acknowledgement letters. Work with the Communications Officer to refresh language on a regular basis, as well as the Development staff to customize letters for restricted major gifts.
• Oversee the selection and distribution of birthday cards, holiday cards, and donor/volunteer gifts.
• Coordinate book tile ordering and installation.
• Schedule book donation pick-ups for the Indy Library Store.
• Provide general administrative support to the Vice President of Development.

Donor Database Management (20% of time)

• Assist the Development team as needed with fundraising reports.
• Help colleagues leverage the database to operate efficiently and effectively.
• Stay informed about product updates and manage resulting operational changes.
• Audit database on a regular basis to maintain data hygiene.

Other Duties (5% of time)

• Maintain written procedures for job functions.
• Serve on the Foundation’s DEI committee when called.
• Other duties as assigned.

Qualifications:

• Enthusiasm for our mission and this position.
• An Associate’s degree. Degree in related field (i.e., fundraising, event management, communications, etc.) preferred.
• Minimum two years of administrative, database management, or event planning experience. Experience in a nonprofit setting preferred.
• Commitment to our organizational values (see below) and the practice of inclusive leadership. Inclusive leaders are people-focused, actively listen with empathy, and foster trust through strong, authentic relationships.
• Ability to interact positively with diverse stakeholders, including our staff and board members, Library colleagues, and donors.
• Excellent written and oral communication skills.
• Excellent attention to detail, organization, time management, dependability, and problem-solving skills.
• Professionalism, discretion, and honesty.
• Proficiency with workplace software. Ability to learn our primary software tools, including Microsoft 365, Raiser’s Edge NXT, and iWave, as needed.

Physical Requirements:

• Prolonged sitting and computer usage.
• Occasional bending and lifting of items up to 20 pounds.
• This position requires travel for business purposes within the Indianapolis metro area (less than 20% of work time).

About Us:

The Indianapolis Public Library Foundation elevates The Indianapolis Public Library by activating the community’s generosity. While public funding powers the Library’s fundamentals, the Foundation makes possible extraordinary opportunities for our community to learn, connect, and thrive. Between 2025 and 2027, the Foundation aims to raise at least $7.2 million and invest at least $7.4 million in the Library. The Foundation strives to provide exceptional service to the Library and our donors. Aside from service, the Foundation’s other values are ingenuity, collaboration, and belonging.