Data & Administrative Coordinator

Big Brothers Big Sisters of Southern Minnesota is a dynamic mentoring agency that provides youth with professionally supported one-to-one mentoring relationships. We are currently seeking a Data & Administrative Coordinator. This position plays a key role in supporting the day-to-day operations of our office, serving as a welcoming front desk presence, providing essential administrative support, and ensuring the accuracy and integrity of our donor database.

Database Duties & Responsibilities

• Coordinates with Accounting and Executive Director to manage receipt of donations by mail, cash handling at/after events, and payment processing
• Manage and enforce gift acknowledgement processes, ensuring timely and accurate recognition of all gifts, ideally within 72 hours of the end of the weekly reporting window
• Respond to donor inquiries concerning gift history, receipts, end of year tax notifications, and other documentation
• Responsible for all donations and processing, including, in kind donations, pledges, sending out of invoices for pledges due, etc.
• Coordinate and plan for future data conversions/upgrades as needed and review and evaluate event processing software to ensure a good fit for the agency.
• Pull reports and create custom reports/queries as needed to support the development function and team efficiency
• Manage the creation and upkeep of reporting dashboards to optimize real-time updates
• Collaborate with staff to analyze fundraising trends/results and provide related analysis
• Assess needs and provide training and support for all donor database users, placing emphasis on accurate and timely record-keeping habits, including monthly donors
• Screen and research promising prospects as gifts arrive

Administrative Duties & Responsibilities

• Provide general administrative support to staff and leadership, including scheduling, document preparation, and data entry
• Sort and distribute incoming mail; manage outgoing mail and shipping
• Maintain and order office supplies; coordinate with staff to anticipate needs
• Help maintain organized digital and paper filing systems, ensuring accuracy and confidentiality
• Help organize board meetings and maintain board records as directed
• Support special projects, fundraising mailings, or community outreach activities as assigned
• Welcome visitors and provide a warm, professional, and inclusive first impression for all guests, youth, families, and volunteers
• Manage front desk communications, voicemails, and general inquiries
• Maintain a tidy, organized, and inviting reception area

Do you have experience in Training & development?, * 2+ years of administrative, office, or database knowledge

• Strong computer skills, including Microsoft Office (Word, Excel, Outlook)
• Excellent communication, organization, and time management skills
• Proven track record of accuracy and attention to detail
• Professional, friendly, and dependable demeanor with a high level of discretion
• Experience supporting executive leadership or working in a nonprofit organization
• Commitment to the mission and values of Big Brothers Big Sisters
• Experience using One Cause, Salesforce or similar CRM/database systems preferred
• Interest in youth development and community-based programs

Pulled from the full job description

• Flexible schedule, * Office-based position located in Owatonna, Minnesota, with occasional travel for errands, meetings, or events
• This is a non-exempt position typically scheduled Monday-Thursday daytime hours; 20-25 hours per week; hours can be flexible