Database & Donor Relations Coordinator

The Database & Donor Relations Coordinator plays a pivotal role within AWA's Development Department by ensuring the integrity, accuracy, and strategic use of donor and constituent data. This position is responsible for the maintenance and optimization of AWA's donor database systems, donor analytics, and reporting functions that support fundraising growth and donor stewardship efforts. The coordinator ensures accurate, consistent, and efficient management of donor data, which serves as a cornerstone for the success of all development functions. They work closely with the Development Manager to design and implement strategic donor engagement touchpoints, contribute to the planning and execution of fundraising initiatives and donor cultivation, fostering strong relationships and enhancing donor retention and support., Data Maintenance

• Maintain and update AWA constituent records with pertinent contact information as needed to ensure contact information is accurate and complete. Review constituent records for duplications and merge or eliminate records as needed to maintain data integrity. Create new constituent records as required.
• Globally update constituent records with campaigns/appeal fields and action tracks
• Run quarterly (or EOM) duplication records reports and eliminate duplicate constituent records to ensure continued accuracy
• Collaborate with GoFundMe Pro, PayPal and other vendors to resolve issues related to constituent data, donation processing, reporting, system functionality, and integrations
• Creation and maintaining SalesForce campaigns
• Responsible that updates issued for vendor databases (SalesForce, GoFundMe Pro etc.) are completed as per time requirements
• Perform other duties as assigned, including assisting with periodic evaluation of potential data/system vendors

Data Administration and Management

• Oversee aspects of donor database including constituent gift entry, record maintenance, and general donor acknowledgemento
• Manage AWA's online giving process - online appeals, event income, IHO/IMO, general donations
• Ensuring proper gift coding, tracking, and reconciliation
• Manage monthly online giving recurring gift programs and matching gift processes, including donor stewardship and payment monitoring
• Track donor communications and acknowledgement activities within SalesForce
• Generate donor reports to coordinate donor acknowledgement letters, ensuring timely recognition of contribution and identifying donors requiring personal notes, phone calls, or enhanced stewardship.
• Manage on-line donation flow daily with GoFundMe Pro and SalesForce
• Assist with entering of donations received from AWA events and outreach
• Reconciliation of AWA bank statement when electronic development deposits are made. This involves going to a number of company websites to access donor information for each deposit and entering appropriately into SalesForce and the bank statement spreadsheet
• Follow daily protocols for clean-up of SalesForce data
• Assist with managing timeline for major mailings and production of information/reports to meet deadlines
• Creation of annual, quarterly, monthly and ad-hoc donor reports assigned
• Creation of donor email/mail segmentation lists using SalesForce for donor communication
• Create data reports and exports for AWA mailings (invitations, special appeals, newsletters, events etc.) and including suppression lists
• Import of data into Salesforce, and utilize external information about our donors
• Coordinate and plan for handling large volume of gifts during peak times
• Assist with donation entries into SalesForce as needed
• Pull weekly Petpoint reports from shelter and enter donations and adoptions into Salesforce
• Pull weekly Idexx Neo reports from clinic entering all data into database as engagements. Pull donations from clinic weekly
• Overseeing continued accuracy of account engagement automations in SalesForce and creation of new automations as needed
• Perform other duties as assigned, including assisting with periodic evaluation of potential data/system vendors and assisting with new donor and database vendor reporting

GoFundMe Pro Fundraising Platform

• Oversight of GoFundMe Pro campaigns
• Creation and updating yearly campaigns as needed for AWA departments
• Responsible for monitoring the donation/ticketing flow from GoFundMe Pro into Salesforce for correct data, CoA, and Salesforce reporting capability
• Addressing and correcting issues identified
• Working with Marketing & Communications Manager to ensure appropriate flow of campaigns with AWA website
• Additional coordination and updating of platform for AWA departments as needed
• Perform additional duties with GoFundMe Pro platform as assigned

Campaign Oversight and Donor Relations

• Corporate Partnerships
• Assist with managing assigned corporate partnerships
• Facilitate communication and updates regarding AWA and the impact of their support
• Giving Campaigns
• Research of data and submission of applications to ensure AWA participation in Giving Campaigns
• Cultivation of donors that engage with AWA through Giving Campaigns Including updating donors about AWA
• Recurring Donations
• Review and maintenance of Constant Companion monthly payments including declined payments and/or duplication of payments
• Work with Development Manager to create regular communication to ensure CC donors continue to be engaged with AWA-- Including updating donors about AWA

Gift Processing Systems

• Set up codes and campaigns in Salesforce to track funding
• Work with Marketing & Communications Manager to monitor the interfacing between Salesforce, online donation sites including AWA website, social media, GoFundMe Pro etc.

Reports

• Maintain reports and provide the following, including but not limited to:
• Daily and monthly cash and in-kind gift reports
• Monthly report for all donations over $100
• Track top donors, lapsed donors and appeal reports for evaluation
• Accumulative gift reports like: LSC, Longevity report, and other "attachment reports" like the five gifts in 5 years totaling $500
• Planned giving reports
• Constituent profile reports for cultivation/stewardship planning
• Prepare donor tax reporting for yearly mailing
• Creation of additional reports to support development department as needed/requested

General Operations

• Create SOPs, documenting procedures related to database management and gift processing
• Provide gift processing training to other staff and volunteers
• Maintain confidentiality in all areas of work at AWA to ensure the respect, dignity, and rights to privacy of all stakeholders
• Support development team members as needed, including participation at assigned events in support of AWA
• Perform other duties as assigned

• Belief in the mission and values of AWA
• Commitment to the humane treatment of animals
• Professional and tactful demeanor with ability to cultivate relationships
• Strong writing, data management, and analytical skills
• Ability to learn a variety of new computer systems quickly and efficiently
• Adhere to all organizational policies and procedures and safety standards
• Quickly learn and adapt to changes in policies, procedures, and safety standards
• Ability to handle multiple tasks simultaneously
• Demonstrate flexible and efficient time management and ability to prioritize workload
• Effective teamwork capabilities, and communication skills
• Maintain a positive and respectful attitude
• Problem solving skills
• Consistently report to work on time and prepared, * College degree preferred
• 1-3 years' related experience
• Knowledgeable of fundraising best practices
• Database experience, preferably Salesforce
• Highly computer literate/MS Office. Advanced knowledge of Microsoft Excel preferred
• Experience with Canva

Physical Factors:

• Work performed in a busy, open administrative environment, minimal exposure to animals but periodic close proximity with shelter and community animals likely
• Long periods of sitting, data entry, talking on the phone, standing, bending, stooping, reaching, and working outdoors in differing climate may be required
• Physically capable of assisting with event setup (including but not limited to setting up tents, posting event signage, table and chair setup etc.)
• Ability to lift 40lbs. unassisted, and over 40lbs with assistance

Pulled from the full job description

• 403(b)
• Health insurance
• Paid time off
• Employee discount
• Vision insurance
• Health savings account
• Dental insurance, * Varying shifts, weekdays and weekends, and some holiday work may be required
• Overtime work, as necessary
• Possible exposure to peanut butter

Pay: $21.00 - $24.00 per hour

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance