Donor Database Coordinator

The Donor Database Coordinator plays a critical role in supporting donor management, gift processing, database administration, and development operations. This position is responsible for ensuring the accurate and timely processing of gifts, pledges, donor records, acknowledgments, and reporting.

The Donor Database Coordinator serves as a key resource for the organization’s fundraising database, with primary responsibility for data integrity, reporting, queries, donor communications, and operational support for fundraising initiatives.

Key Responsibilities

Donor & Gift Processing

• Serve as the in-house resource for Raiser’s Edge NXT, ensuring the accuracy, integrity, and confidentiality of donor and gift data.
• Process gifts and pledges daily, including batch creation, posting to Financial Edge, and generating acknowledgments and receipts.
• Create and maintain constituent records, including relationships, notes, attributes, and demographic information.
• Identify and resolve duplicate records and make gift adjustments as needed.
• Review supporting documentation for gift batches, apply appropriate program coding, and coordinate with Accounting on financial review and approvals.
• Upload and maintain relevant documentation within donor records.
• Conduct regular database hygiene and quality-control audits, including deduplication, address updates, and record cleanup.
• Develop and manage queries, reports, and exports to support campaigns, mailings, events, and fundraising analytics.
• Oversee donor acknowledgment processes, including mail merges, tribute cards, personalized correspondence, and inquiry responses.
• Support tracking and reporting of donor engagement, campaign performance, and fundraising metrics.
• Provide training and guidance to staff on Raiser’s Edge NXT functionality, data standards, and best practices.
• Document database procedures and contribute to a centralized knowledge base of processes and workflows.
• Partner with Finance to support accurate monthly revenue reconciliation.

Development Operations & Fundraising Support

• Manage the moves-management system, including weekly pipeline updates and prospect assignments.
• Support direct mail and email campaigns by developing accurate mailing lists and donor segments.
• Produce donor correspondence, including acknowledgment letters, receipts, invoices, renewal notices, and pledge reminders.
• Collaborate with internal teams to support donor-facing materials, including impact reports, gift agreements, newsletters, appeals, and other communications.
• Conduct prospect research to help identify and qualify potential major gift opportunities, including assessing philanthropic interests and giving capacity.
• Utilize internal and external data sources and research tools to support prospect identification and prioritization.
• Support fundraising events through RSVP management, guest-list coordination, and post-event follow-up.
• Regularly review and enhance donor acknowledgment and stewardship communications.
• Provide general operational support to the Development team as needed., Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Required

• 3-5 years of experience in nonprofit development operations, fundraising administration, database management, or a related field.
• Experience working with fundraising databases; proficiency with Raiser’s Edge preferred, with Raiser’s Edge NXT strongly desired.
• Demonstrated experience with data entry, database queries, reporting, and data quality management.
• Strong attention to detail and commitment

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.