Philanthropy – Database & Operations Associate

Villa Esperanza Services; Pasadena (CA); On-site; USD 27,552 - 33,062; Full time

Job summary

Villa Esperanza Services in Pasadena, California seeks a detail-oriented Database & Operations Associate. This role involves overseeing CRM data integrity, processing donations, and providing administrative support for fundraising initiatives.

Ideal candidates will have experience with nonprofit databases and spreadsheet management, alongside a passion for teamwork and mission-driven work. This position offers an opportunity for professional growth within a dedicated fundraising team.

Qualifications

• Experience handling sensitive financial information.
• Ability to build custom queries and reports.
• Enjoyment in working with data and organization.

Responsibilities

• Oversee the integrity of the CRM system.
• Record daily donations and generate acknowledgment letters.
• Partner with Finance for financial reconciliation.

Skills

Experience with nonprofit CRMs like DonorPerfect

Spreadsheet management (Excel/Google Sheets)

Excellent written and verbal communication

Attention to detail

Job description

Job Description: Villa Esperanza is entering an exciting new chapter, and we are looking for a detail-oriented, motivated, and growth-minded professional to join our Philanthropy team. As we move through the final phase of a transformational capital campaign and continue expanding our impact in the community, we are also restructuring and strengthening our development operations to support future growth and opportunity.

This is more than a database role — it is an opportunity to become an integral part of a passionate team dedicated to changing lives. We are looking for someone who not only brings strong organizational and analytical skills, but who is also excited to contribute their unique talents, ideas, and strengths beyond the day-to-day responsibilities of the position. We value team members who are eager to learn, collaborate, grow professionally, and help shape the future of our fundraising efforts.

The Database & Operations Associate is responsible for the daily implementation of gift and pledge processing, donor data management, and acknowledgment letters through DonorPerfect. This role supports the overall success of the Philanthropy Department by maintaining accurate donor records, generating reports and mailing lists, assisting with grant and event tracking, and providing operational and administrative support across multiple fundraising initiatives.

If you are someone who enjoys meaningful work, values teamwork, and wants to be part of an organization making a lasting impact in the community, we would be thrilled to learn what you can bring to our team.

Key Responsibilities

Database Management: Oversee the integrity of the Customer Relationship Management (CRM) system. This includes maintaining accurate donor profiles, standardizing data, and performing routine system hygiene (e.g., deduplicating records and updating addresses).

Gift Processing & Acknowledgments: Record daily donations, pledges, grants, and matching gifts. Generate, track, and mail tax receipts and personalized thank-you letters.

Financial Reconciliation: Partner with the Finance department to balance donation batches, process electronic fund transfers (EFTs), and prepare reports for monthly reconciliations and annual audits.

Reporting & Analytics: Build custom queries, dashboards, and reports to track fundraising metrics, campaign progress, and grant fulfillment. Pull targeted lists for direct mail and email outreach.

Administrative & Support: Provide operational support for fundraising events, grant tracking, and other administrative duties and activities.

Pay Rate: $20.00 - $24.00/hour

Schedule: Monday – Friday 8:30am - 5:00 pm (40 hrs/week)

Qualifications and Requirements

CRM/Database: Experience with nonprofit CRMs like DonorPerfect

Data Literacy: Experience with spreadsheet management (e.g., Excel or Google Sheets, including pivot tables and data manipulation).

Attention to Detail: Meticulous accuracy when handling sensitive financial and constituent information.

Communication: Excellent written and verbal skills for composing acknowledgment letters and interacting with donors or internal staff

The ideal candidate enjoys working with spreadsheets, reports, systems, and data integrity while also thriving in a collaborative and mission-focused environment. This position is ideal for someone who takes pride in organization and precision, enjoys supporting a dynamic team, and wants to grow within the philanthropy and nonprofit sector. There is strong opportunity for professional development, increased responsibility, and career advancement as the department continues to evolve and expand.

Philanthropy – Database & Operations Associate