Donor Database & Stewardship Coordinator
Santa Monica, CA


Reporting to the Senior Vice President of Philanthropy (“SVP”), the Donor Database & Stewardship Coordinator (“Coordinator) is a critical fundraising team member. The Coordinator executes gift acknowledgments, leads stewardship activities, and maintains the donor database to help Boys & Girls Clubs of Santa Monica (“SMBGC”) exceed our revenue goals and be financially sustainable. The Coordinator is responsible for implementing an integrated and comprehensive donor relations and stewardship program that appropriately and consistently promotes interaction and connection with and recognition of donors at all levels. 

The Coordinator’s responsibility will center on SMBGC’s strategic planning and strengthening the organization’s capacity to fulfill our vision and mission. In addition, the Coordinator will deliver strong outcomes within a culture that embraces learning and continuous improvement. The fundraising team is accountable for raising over $3.7M annually.  

Essential job duties are as follows: 

Donor Database Administration & Reporting (30%)

· Manage the Salesforce database to ensure the integrity and accuracy of information entered into the database and that all protocols have been followed. 

· Develop, maintain, and document procedures for use of the database. Train fundraising staff on policies and processes, as well as the use of the database. 

· Consult with and advise SVP for list generation and report preparation. Independently or in collaboration with the SVP, create and execute standard and customized database reports that meet the evolving needs of the fundraising teams. 

· Maintain standardized tools and procedures to track end-user lists and report requests, as well as data management and database improvement projects. 

· Conduct regular data hygiene procedures and perform data audits with staff training and corrective training/review. 

· Support planning and decision-making by translating data into usable reports. 

· Maintains data integrity and accuracy, as well as handles global changes, imports, and other global database functions. 

· Recommend table structures, coding and business rules that capture information for donor analysis and action. Ensure accurate transfer of records among different database systems. 

· Develop the process to document and track stewardship action in Salesforce. 

Donor Stewardship Program (40%)

· Address donor questions and concerns related to fund administration and beneficiaries, gift acknowledgments, and report requirements.

· Coordinate the donor relations/stewardship program utilizing SMBGC’s customized stewardship matrix. Collaborate with other departments to create strategies for developing donor relations/stewardship standards across the organization to create an energetic and enthusiastic culture of philanthropy. 

· Facilitate the production and execution of monthly Board and quarterly donor communications with a contractor.

· Partner with SVP to identify the top 25+ stewardship prospects annually.

· Annually review existing donor recognition circles and associated events to maximize impact and effectiveness.

· Collaborate and work on all events as necessary for SMBGC.

Individual Campaigns (30%)

· Facilitate the production and execution of SMBGC’s end-year giving campaign (November-December), alumni-specific campaign, and summer campaign to increase the number of individual and monthly sustainer donors. 


The Coordinator must possess the following skills:

• Outstanding written and oral communication skills and proposal and presentation skills.

• Superb analytical thinking and decision-making abilities; the Coordinator will contribute to the organization’s analytical approach to decision-making and ongoing development.

• Excellent project management skills.

The Coordinator is also required to have the following:

• A bachelor’s degree in business, marketing, communications, or a related field. 

• A minimum of two years of experience in donor database management and stewardship programs.

• Experience with CRM platforms, preferred experience with Salesforce. 

• Excellent time management and planning skills.

• A valid driver's license and the ability to be insured under the company's insurance policy is also a requirement. 

• This position will primarily work on-site at an indoor office. Accordingly, the ability to use various equipment, including janitorial and office equipment, is required. The job requires standing for extended periods, kneeling, reaching, bending, and lifting objects weighing more than 25 lbs. Outdoor work and moderate physically demanding activities may be required on occasion. Reading and writing are necessary to complete reports and properly document programs and organizational data. 

• This position is predominantly in-person, with at least three days per week scheduled on-site and one day remote. However, based on the organization’s needs, the in-person requirements of this role may increase seasonally. It is the expectation that the position flexes to meet the needs of the business. 

Salary Description