Events and Database Coordinator

The Indianapolis Public Library Foundation; Indianapolis (IN); Hybrid; USD 40,000 - 52,000; Full time

Job summary

The Indianapolis Public Library Foundation seeks a Coordinator of events and fundraising CRM in Indianapolis, IN. This role provides administrative support to the Development team and drives donor engagement through events, stewardship activities, and CRM updates.

The position supports the Vice President of Development, handles event logistics for Circulate: Night at the Library, and ensures accurate gift entry, reporting, and communications with donors and volunteers.

Qualifications

• Two years minimum in administrative, database management, or event planning roles.
• Nonprofit experience is a plus.
• Strong written and verbal communication abilities.
• Ability to interact with diverse stakeholders and maintain discretion.

Responsibilities

• Coordinate the annual fundraising event Circulate: Night at the Library and act as liaison to the Circulate committee.
• Coordinate donor stewardship events and receptions; prepare acknowledgement letters.
• Enter donor gifts daily and maintain a cash receipt log.
• Provide general administrative support to the VP of Development.
• Maintain donor database hygiene and support fundraising reports.

Skills

Administrative experience

Event planning

Donor relations

Time management

Communication skills

Education

Associate’s degree

Tools

Microsoft 365

Raiser’s Edge NXT

iWave

Job description

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.