Data Coordinator
Job Type

General Statement of Duties

The Data Coordinator is responsible for database management, gift recording, data integrity, and

security to maximize community philanthropic support. This position produces reports and mailing lists for departmental use, develops and implements data and gift-entry procedures, provides database training, and maintains SOPs. This position recognizes the capacity to achieve greater results by integrating skilled volunteers and leveraging their diverse knowledge and abilities. The Data Coordinator reports directly to the Stewardship and Donor Relations Manager.


  • A clear understanding of the role of philanthropy to the mission of the Museum and knowledge and understanding of fundraising, charitable giving and donor relations principles.
  • Database interest, curiosity, and expertise.
  • Handle confidential donor information with sensitivity, integrity, and accuracy.
  • Minimum three years of database experience in an office setting. Knowledge of Altru preferred.
  • Results-oriented, superb attention to detail and accuracy in a fast-paced setting.
  • Demonstrate strong organizational and analytical skills.
  • Excellent time management skills and ability to multi-task.

Essential Function 1: Database Management- Altru

  • Oversee donation processing, receipting, acknowledgements and pledge management activity.
  • Identify, develop, implement and maintain database policies and procedures.
  • Responsible for accurate, timely input of all museum donations.
  • Update database records consistently to ensure accurate donor data and renewals.
  • Manage monthly financial reconciliation, data integrity of donor information and input.
  • Manage advancement reports (Fund/Gift/Pledge Due/Entry/Renewal/weekly gifts/etc.)
  • Annual audit report and supporting documentation preparation.
  • Responsible for Altru training, and identify training opportunities for staff members and increasing overall operating efficiencies.

Essential Function 2: Administration

  • Responsible for preparing and ensuring timely gift acknowledgments, pledge invoices and memberships fulfillment.
  • Provide general administrative support to the department, including mailings and events.
  • Ensure compliance advancement policies, goals, and procedures.
  • Develop, review, interpret and advise staff of office policies, procedures, and SOPs
  • Coordinate & maintain office files.

Essential Function 3: Stewardship

  • Identify relationships in the local community to provide more opportunities to expand the program.
  • Fulfillment of Adopt a Wild Thing and donor packages.
  • Other duties as assigned.

Essential Job Requirements

  • Work schedule flexibility required for occasional early morning, evening and weekend activities to include onsite and off-site meetings, training and fundraising events.
  • Must be able to express or exchange ideas using the spoken word and perceive detailed information through oral communication and have the ability to make the discriminations in sound.
  • Physical requirements include sedentary work with the ability to exert up to 10 pounds of force occasionally and a negligible amount of force to lift, carry, push, pull or otherwise move objects.
  • Must be able to move from one work site to another.
  • Must have close visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned and operate a computer and perform activities such as: preparing and analyzing data; transcribing; and extensive reading.
  • Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions.
  • The position is subject to environmental conditions for activities occurring indoors and outdoors.