Job Description

Donor Information & Database Coordinator

Position Title: Donor Information & Database Coordinator
Department: College Advancement
Supervisor: Executive Director for College Advancement

Description of Essential Functions (critical tasks):

Job Summary: Reporting to the Executive Director for College Advancement, the Donor Relations and Database Coordinator is responsible for providing excellent customer service to all Foundation donors, alumni and constituents. This includes acknowledging all donor gifts and pledges, assisting/supporting the Executive Director with stewarding current donors and corporate partners. This position has primary oversight of the donor and alumni database, ensuring all donor and alumni records have both current and accurate information and that the information can be generated and distributed in a timely and professional manner to service the needs of the Foundation. The Donor Relations and Database Coordinator works cross-functionally in partnership with the Alumni Engagement and Special Events Coordinator to ensure that all events, programs and relationships are recorded appropriately in the database and able to be reported out with accuracy and consistency.
  • Oversee all aspects of the donor and alumni database. Responsible for all donor gift entry and ensuring donor and alumni records are current and accurate. Work with Information Systems and Services on needed improvements and updates to the donor and alumni database.
  • Administer the process for acknowledging all donor gifts in accordance with Foundation policies, in addition to special donor communications efforts to support donor retention and stewardship. This includes printed and electronic communications.
  • Provide administrative support the Executive Director in fundraising initiatives related to annual giving, major and planned gifts, stewardship and donor cultivation.
  • Assist the Executive Director in benchmarking and prospect management efforts through specific data analysis, research, assessment and preparation of prospect reports.
  • Coordinate the donor recognition process, including the gift recognition plan (recognition levels), new donor acknowledgement program, and donor loyalty initiatives. Follow the donor recognition policy.
  • Assist student services staff, where needed, in the selection and awarding of scholarships, including maintaining donor and scholarship records to ensure accurate reporting, serving as a liaison with the donors regarding scholarships, and ensuring adherence to any scholarship criteria, internal policies and state and national regulations on selection equality and process consistency.
  • Assist in supporting all aspects of College Advancement operations as directed by the Executive Director.
  • Other duties as assigned.

Specific Functional Job Requirements

Education: Bachelors degree required. Preference given to degrees in information technology, business, research, systems management, or related field.
Experience: Experience in database management, with development experience preferred. Exceptional verbal and written communication skills. Outstanding organizational and planning skills with simultaneous multiple projects.
Knowledge: Understanding the process of database management and operations, development, special events and fundraising operations for a college or non-profit. Advanced level of knowledge with technology and automation to improve efficiency.
Personal: Ability to work both independently and collaboratively with various campus representatives. Must be extremely analytical, well organized, detailed and reliable. Strong customer service mindset. Articulate in both verbal and written communications.
Machines and equipment used: Computer, phone, fax machine, copy machine, calculator, scanner

General Employment Statement

A. Length of training and Probationary Period: 90 days
B. Hours of Work Day: 8
C. Group Affiliation: Support, Exempt Grade Level: 13
D. Condition of Employment: Board Policy
E. Position: E

Job Demands

Some = 1-3 hours/day Frequently = 4-6 hours/day Very Frequently = 7+ hours/day

Job Demand None Some Freq Very Freq
Standing Y
Walking Y Y
Repetitive Motions: Hand-Wrist Y
Repetitive Motions: Elbow Y
Lifting: 0-25 lbs Y
Lifting: 26-50 lbs
Lifting: 51-75 lbs
Lifting: 76-100 lbs
Lifting: 100+ lbs
Carrying: 0-25 lbs Y
Carrying: 26-50 lbs
Carrying: 50+ lbs
Pushing/Pulling: 0-25 lbs Y
Pushing/Pulling: 26-50 lbs
Pushing/Pulling: 51-75 lbs
Pushing/Pulling: 76-100 lbs
Pushing/Pulling: 100+ lbs

Physician Requirements

Physical Requirements Required
Manual Dexterity (Hand/Eye Corrd) Y
Hear Alarms/Telephone/tape Recorder Y
Finger Dexterity Y
Color Vision Y
Visual Acuity - Far Y
Visual Acuity - Near Y
Depth Perception Y
Use of Respiratory Protection
Appropriate Safety Equipment

Hazards/Exposure to:

Type Required
Toxic/Caustic Chemicals or Detergents
Extreme Conditions (Hot/Cold)
Moving Mechanical Parts
Potential Electrical Shock
Electro Magnetic Energy (Laser)
High Pitched/Loud Noises
Blood Borne Pathogens: Type: Body Fluids
Blood Borne Pathogens: % of Time: 80%
Gaseous Risk

Hazards/Exposure to:

Judgment and Reasoning Required
Manage Stress Appropriately Y
Handle Multiple Priorities Y
Make Decisions Under Pressure Y
Work Alone Y
Manage Anger/Fear/Hostility/Appropriately Y
Work in Area that are Confined or Crowded Y