Hybrid Development & Donor Data Coordinator

Philaculture; Philadelphia (Philadelphia County); Hybrid; USD 59,000 - 72,000; Full time

Benefits offered by this job

Hybrid work model

Medical and dental plan

Retirement matching

Unlimited PTO

Job summary

Asian Arts Initiative is seeking a Development Coordinator to support fundraising operations, donor data management, and grants administration within a small two-person team. You will work in Salesforce to ensure accurate records, process gifts, and prepare timely acknowledgments.

The role emphasizes equity and community engagement, coordinating events, volunteer activities, and reporting that informs strategy.

Qualifications

• Minimum 2 years of nonprofit administration, development, fundraising operations, grants management, database administration, or a related field.
• Experience with Salesforce strongly preferred; experience with comparable CRM or donor database systems required.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and competing priorities.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and commitment to accurate recordkeeping and data integrity.
• Proficiency with Google Workspace.
• Ability to work collaboratively across departments and with diverse stakeholders.
• Commitment to equity, inclusion, and anti-racist practices, and an understanding of the experiences of BIPOC, immigrant, LGBTQ+, and historically marginalized communities.

Responsibilities

• Maintain accurate and complete donor, prospect, institutional, event, gift, and engagement records in Salesforce.
• Process gifts and maintain complete and accurate contribution records, including appropriate documentation, coding, and donor information.
• Conduct regular database audits and resolve duplicate, incomplete, or inconsistent records.
• Create reports, dashboards, lists, and data analyses to support fundraising strategy, donor cultivation, campaigns, events, grant reporting, and financial reconciliation.
• Identify data gaps, inconsistencies, and opportunities to improve Development tracking and workflows.
• Prepare timely donor acknowledgements, tax receipts, and other stewardship correspondence.
• Maintain donor stewardship and cultivation plans and track correspondence, meetings, solicitations, and other touchpoints in Salesforce.
• Support annual and special giving campaigns, including list preparation, segmentation, mailings, digital appeals, and response tracking.
• Conduct donor and prospect research and assist with identifying prospective individual, corporate, and institutional supporters.
• Prepare donor histories, prospect profiles, briefing materials, and other information for meetings and solicitations.
• Support donor cultivation and stewardship activities, including communications, visits, small gatherings, and special events.
• Maintain AAI's institutional funding calendar and track proposal, reporting, payment, and renewal deadlines in Salesforce.
• Maintain grant records, agreements, budgets, reporting requirements, and supporting documentation.
• Track grant deliverables and reporting requirements and proactively flag upcoming deadlines or information needs.
• Coordinate with Program, Finance, and other staff to gather information needed for proposals and reports.
• Assist the Director of Development with proposal and report preparation, submission, and funder research.
• Maintain current organizational documents and standard application materials required for funding applications.
• Support Development-related cultivation, stewardship, and fundraising events, including AAI's annual fundraiser.
• Manage Development event data, guest lists, invitations, RSVPs, donor information, sponsorship records, and post-event follow-up.
• Support auction, sponsorship, and donor-related administration for fundraising events as needed.
• Ensure event participation and engagement information is accurately captured in Salesforce and incorporated into subsequent cultivation and stewardship.
• Coordinate volunteer recruitment, scheduling, communication, and engagement in collaboration with staff across the organization.
• Maintain accurate volunteer records and serve as a primary point of contact for volunteers.
• Coordinate volunteer participation for fundraising events, programs, and other organizational activities, ensuring volunteers have clear roles, information, and support.
• Work closely with the Director of Development and Finance team to reconcile contributed revenue and ensure consistency between Salesforce and financial records.
• Prepare regular fundraising reports, revenue tracking, and pipeline information for the Director of Development and organizational leadership.
• Assist with tracking restricted grants, pledges, payments, and other contributed revenue.
• Maintain documentation needed for audits and financial reporting related to contributed revenue.
• Support preparation of fundraising reports, prospect information, and materials for the Board and Development-related committees.
• Coordinate Development committee meetings and maintain relevant records and follow-up items.
• Assist with special projects, AAI programming/events, and other operational tasks, as assigned, to support various departments within the organization.
• Support the overall functioning of the organization by actively participating in and leading team meetings and contributing to process improvement initiatives.
• Positive attitude and willing participation in a small team dynamic. Willingness to work outside of main responsibilities and serve as an organizational ambassador as advised by the senior leadership team.
• Perform other duties as assigned.

Skills

Nonprofit administration

Fundraising operations

Development

Grants management

Database administration

Salesforce

Donor data analysis

Stakeholder communication

Tools

Salesforce

Job description

Asian Arts Initiative is seeking a Development Coordinator to support fundraising operations, donor data management, and grants administration within a small two-person team. You will work in Salesforce to ensure accurate records, process gifts, and prepare timely acknowledgments.

The role emphasizes equity and community engagement, coordinating events, volunteer activities, and reporting that informs strategy.