About the position

Position Summary 

The Donor Services & Database Administrator is responsible for coordinating the maintenance of gift and biographic records involving the accurate and timely receipting, depositing, processing, and documentation of private gifts and grants to the Foundation. 

The Administrator oversees data quality and manages customer service related to charitable contributions and ensures that the Foundation’s database is maintained in an accurate, timely, and functional manner. 

The Administrator communicates directly with donors, financial advisors, representatives, and staff regarding gift transactions and the delivery of assets to the Foundation. 

The Administrator serves as a resource for the development team and gift officers regarding gift counting and reporting policies, procedures and data administration, as well as monitors and understands IRS regulations as they pertain to gift acceptance, processing, and receipting. 

The Donor Services & Database Administrator also provides support for a variety of tasks related to Development efforts ensuring tasks are completed accurately, delivered with high quality, and performed in a timely manner.

Responsibilities 

• Responsible for the management of confidential donor-related records including financial and in-kind donors, their giving histories, and other personal and business information. 

• Design and produce accurate queries, imports, exports, reports, and lists for mailings, newsletters, event invitations, emails, and moves in a timely and systematic manner. 

• Establish and manage information tracking processes regarding acknowledgement, recognition, ongoing communications, and continued cultivation of past and current donors to enhance their relationship with the Foundation and increase the likelihood of continued contributions. 

• Work in collaboration with various departments to ensure accurate and timely data collection and proper management of donor/prospect information. 

• Work with vendor (Raiser’s Edge) to troubleshoot and maintain the database system. 

• Manage data connections and transfers between Raiser’s Edge, Funraise, and other Foundation systems. 

• Work collaboratively with Development and other Foundation staff on the development of donor-related communication products including invitations, newsletters, letters, emails, and update mailing lists. 

• Assist in the production, printing, and mailing of development materials to include appeals, donor updates, etc. 

• Assist in gathering donor and gift information for the Foundation’s Annual Report, oversee production of the donor roll, determine the report recipients, and facilitate the mailing. 

• Serve as the primary contact for donors in resolving problems related to contribution receipts, questions, and concerns. 

• Manage and track email receipts to donors and pledge payments. 

• Participate in meetings, conferences, and related training opportunities offered by vendors for ongoing professional development. 

• Assist in training staff for the appropriate use of Raiser’s Edge/NXT. 

• Implement Standard Operating Procedures in line with the Development team’s goals and needs. 

• Perform general office tasks such as scanning, copying, filing, etc. Serve as support for answering, greeting, and directing Foundation phone calls and email inquiries. 

• Performs other duties as assigned by the Director of Development Services and Vice President of Development.

Accountability 

The Donor Services & Database Administrator reports to the Director of Development Services and coordinates closely with members of the Development department and other Foundation staff. 

This job description accurately reflects the Donor Services & Database Administrator position as currently configured. However, this job description is not meant to be an exhaustive list of all of the duties an employee in this position may be expected to perform. Employees are expected to perform all other duties as may be assigned and/or directed. 

This job description may be changed to include new responsibilities and tasks, or change existing ones, at any time, as the Foundation deems necessary.

Equal Employment Opportunity Statement 

The Foundation is an equal opportunity employer that affords equal protection against discrimination to job applicants and employees. The Foundation seeks to ensure that qualified applicants will have an equal opportunity with respect to all employment practices regardless of their race, color, religion, sex, national origin, disability, age, pregnancy, marital or familial status, sexual orientation, gender identity or expression, status as a victim of domestic or dating violence, source of income, veteran status, or any other characteristic protected by law. 

How to Apply 

To apply, send a cover letter and resume to Veronica Appleby, Director of Human Resources, at HR@evergladesfoundation.org or apply on Indeed or LinkedIn.