This position ensures clean, reliable donor data and smooth internal operations for all fundraising activities. The Donor Database Specialist manages gift entry, acknowledgements, coding, reporting, segmentation, and reconciliation. This role is essential to accurate revenue tracking and efficient development operations.

This role is not donor-facing. It focuses on operations, data, systems, and process integrity.

Key Responsibilities

Gift Processing and Coding

• Enter all gifts accurately and promptly.

• Maintain coding for appeals, campaigns, funds, events, pledges, and tribute gifts.

• Prepare daily and weekly gift batches.

• Manage pledge schedules, reminders, and fulfillment tracking.

• Ensure audit-ready documentation and filing.

Acknowledgements and Donor Correspondence

• Generate weekly donor acknowledgements.

• Process tribute notifications.

• Support special campaign acknowledgement workflows.

• Maintain accurate donor contact records.

• Coordinate CEO-signature letters where needed.

Database Management and Data Hygiene

• Maintain clean, consistent, and accurate donor records.

• Enforce data standards and coding guidelines.

• Monitor data quality and flag discrepancies.

• Manage householding, segmentation tags, portfolios, and donor history.

Reporting and Analytics

• Produce weekly, monthly, and quarterly reports for the Chief Development Officer.

• Provide revenue reports, retention analysis, and pipeline summaries.

• Prepare segmented lists for marketing partners and development outreach.

• Support campaign progress tracking and forecasting.

• Create reports for board meetings and Finance as needed.

Operations and Reconciliation

• Partner with Finance for weekly reconciliation.

• Maintain documentation aligned with audit standards.

• Track restricted gifts and ensure accuracy across funds.

• Support pledge verification and year end tax receipt processes.

Moves Management Support

• Enter meeting notes and next steps for the CDO and Advancement Officer.

• Track stewardship deadlines and donor touch points.

• Prepare donor lists and reports for portfolio work.

• Support the endowment campaign with clean data and coding.

• Three or more years of CRM or donor database experience  (Donor Perfect preferred).

• Strong attention to detail and accuracy.

• Organized, steady, and consistent.

• Comfortable producing reports and working with data.

• Excellent internal communication skills.

• Experience with fundraising operations preferred.

• Must be fully on site.

• Ability to lift up to 30 pounds and handle paper-driven tasks.