Donor Services Coordinator

The position of Donor Services Coordinator is a part of the organization’s Development team and plays an integral role with the acknowledgement process, donor stewardship efforts, special events and prospect research. This position reports to the Development Database Manager.

Key Responsibilities.

Gift Processing

• Answers all Donations line calls. Directs call to the appropriate staff or independently answers questions and/or provides solutions. For voicemails, a callback should be made within 24-48 hours.
• Enters all gifts, pledges, pledge payments, and other financial transactions in the donor databases with timeliness, accuracy, and attention to detail.
• Processes payment types including checks, cash, credit cards, wire transfers, stock, payroll deductions, matching gifts, in-kind donations, and internal transfers.
• Reconciles all entries with daily transmittals and prepares them for daily deposit.
• Ensures that contributions are entered according to donor designation, including the addition of gift solicitor, soft credits and other information vital for recognition and stewardship.
• Prepares daily gift report and certain monthly reports as defined by the Chief Development Officer.
• Generates reports and materials needed for the financial statements, the annual audit, and monthly reconciliation reports to Finance.

• Responsible for the process of preparing gift receipts and acknowledgements, donor tax receipts, tribute cards, invoices, pledge reminders and other gift related correspondence including acquiring proper signatures, printing letters, preparing envelopes, inserting and mailing.
• Provides exceptional customer service to donors regarding receipt reprints, donation and refund requests and other gift-related questions.

Donor Database Coordination

• Follows database system standard operating procedures, business rules, protocols and user manuals.
• Works closely with the Development Team to ensure data integrity.
• Assists in regular database maintenance duties such as removing duplicate entries, making corrections, and establishing regular system checks, such as locating records without constituent codes or addressees/salutations.
• Updates constituent records, including contact and employment information, and maximizes efficiencies in data reporting.
• Adds new constituent records to the database as needed, analyzes information and populates all appropriate data fields where information is available.
• Processes address changes and returned mail and coordinates necessary updates as appropriate.
• Maintains the central archive of hard-file gift documentation.
• Maintains donor records: transfers and uploads gift documentation, solicitations, acknowledgements, and other correspondence to the donor database and digital files.

Reports and Event Support

• Create fundraising and other data-driven reports as needed.
• Assists with active-duty campaign administrative tasks, including but not limited to maintaining clean unit lists, creating and updating installation donation pages, logging installation campaign donations and shipping campaign materials.
• Monitors and maintains the inventory and ordering of office supplies for the Development Team, including letterhead, envelopes, postage, and other collateral materials.
• Receives, sends, organizes and distributes shipments for the Development team, including in-kind donations.
• Assists with fundraising and cultivation events, including event logistics, timelines, vendor coordination, invitation and rsvp lists, revenue reports, expense budgets, volunteer coordination and in-kind donations.
• Assists with special events and activities by preparing event materials, attending events and providing day-of support.
• Offers general administrative support and event support to the Development Team as needed.
• Checking USPS mailbox as needed.
• Bachelor’s degree preferred, Associates degree acceptable.
• One year of experience in a non-profit setting. Highly detail-oriented skill set with a critical degree of accuracy regarding data entry and analysis, including financial and statistical record-keeping skills.
• Ability to work independently and under pressure, take responsibility, prioritize work, complete tasks on time, work with confidential data, perform repetitive and multiple tasks with accuracy while simultaneously adhering to deadlines.
• Sensitivity when working with highly confidential financial and non-financial information and ability to always maintain complete discretion.

Qualifications:

• Ability to analyze data and learn complex data entry codes and procedures quickly.
• Proficiency with Microsoft Outlook, Word, and Excel, and Adobe Acrobat.
• At least one year of experience with Blackbaud Raiser’s Edge NXT or similar CRM software preferred.