Donor Database Operations Coordinator
Company: Solid Ground
Location: Seattle
Posted on: May 27, 2023
Job Description:
Job Summary
The Donor Database Operations Coordinator is a key role responsible
for coordinating Solid Ground's Donor Database(s) and Resource
Development (RD)'s operations and administrative tasks. The
Coordinator is responsible for maintenance, reporting, data entry
and reconciliation of all donor engagement and fundraising metrics
for the RD and Communications teams (Joint Team).This includes
managing the CRM database, pulling all Joint Team data, preparing
reports for Solid Ground's leadership team, Board of Directors and
Joint Team dashboards, coordinating all of the Joint Team's
contracts with vendors and outside service agreements, leading
monthly private revenue reconciliation in collaboration with the
Finance team, managing Joint Team calendars and SharePoint sites,
supervising RD interns, work-study students, and RD volunteers, and
ensuring the Joint Team has what it needs to engage, grow and
retain donors toward our mission of ending poverty and oppression.
The role is an ideal fit for a passionate social justice champion
who has strong organizational skills, project management
experience, vendor management experience, and fluency with
relationship management systems.
Essential Responsibilities, Duties & Tasks
Donor Database(s) Management: Lead on all aspects of CRM database
management for the Joint Team, including data entry and supervision
of database volunteers/work-study students, maintaining and
ensuring data quality, managing data migration to new systems, and
lead on managing and maintaining CRM vendor relationships, billing,
and contracts. The CRM database holds all the relational donor
information for Solid Ground as well as all private revenue details
for the agency.
Specific duties include (but are not limited to):
- Create, implement and maintain the Database Policy and
Procedure manual to maintain data integrity by enforcing a
standardized protocol for use of the database including data entry,
maintenance, reports, and other data extraction. Develop systems to
ensure that data accuracy and maintain user controls and protocols
through thorough data entry and quality control
procedures.
- Lead all data-focused efforts with a full understanding of the
complexity of Solid Ground's data management systems.
- Process all contributions made to Solid Ground and ensure donor
gratitude is relayed within 48 hours.
- Generate acknowledgement letters/tax receipts using agency
template and nonprofit sector best practices.
- Coordinate and lead staff training for all database systems and
provide ongoing support.
- Lead constituent data entry, management, and query needs of the
RD and Joint Teams.
- Serve as lead liaison to database and gift processing vendors
and their technical support. Manage all billing and contracts with
CRM vendors.
- Supervise and support database volunteers & workstudy
students.
- Support RD's donor stewardship as a donor ambassador for Solid
Ground's work and provide support via phone and email for donor
inquiries and requests.
- Lead CRM evaluation/review prior to contract renewal. Recommend
renewal or competitive bidding process. Lead evaluation and
comparison process of various CRM options.
Data Analysis & Reporting: Responsible for monthly, quarterly, and
annual donor data analysis for RD, Communications, and Volunteer
Services teams to key stakeholders including internally for Joint
Teams and externally for Solid Ground's Strategic Leadership Team
and Board of Directors.
Specific duties include (but are not limited to):
- Consolidate, track, and analyze donor data across all
fundraising efforts including bulk digital and mail communications,
event invites, constituent outreach, fundraising campaigns, and
volunteer service.
- Using donor analytics, provide data-based input to inform
agency fundraising strategies.
- Create, update, and run a portfolio of regular reports
including, but not limited to, lapsed donors, revenue reports,
campaign response rate, recent gifts, and other ad hoc reports
using Excel, CRM, and Crystal Reports. Collaborate with all Joint
Team leadership and staff to develop and generate strategic custom
reports and other donor data queries.
- Serve as main point of contact for organizational mailing lists
and donor lists for direct mail campaigns, newsletters, annual
report, and event invitations.
- Support planning and strategy for year-end appeal and other
campaigns through reporting and analysis of past giving
trends.
- Create systems for ongoing tracking of metrics-based
fundraising goals and develop monthly, quarterly, and annual
reports to monitor progress for all stakeholders
agencywide.
- Manage monthly reconciliation with the Finance team of pledges
receivable and bank account deposit transactions, as well as annual
reconciliation of all contributions.
- Work with the grants team, finance team, Joint Teams, and other
departments to ensure all are aware of gifts received.
RD and Joint Team Operations Management: Manages day-to-day
operations and administrative duties for the RD team and larger
Joint Team from maintaining calendars to managing vendor
relationships, billing, and contract/outside service
agreements.
Specific duties include (but are not limited to):
- Organize and manage the Joint Team meeting calendar including
various recurring meetings, donor strategy meetings, and PTO
calendars. Create team meeting agendas in partnership with Director
and Managers. Take notes and track follow-up of items assigned
during team meetings.
- Act as primary contact for all outside service agreements,
contracted services, and vendors for RD operations including events
and digital campaign software.
- Provide on-site support for donations and in-kind
drop-off/pick-up coordination.
- Schedule and handle registration for regular tours of Solid
Ground facilities for donors and new staff with applicable
departments. Arrange logistics and staff coverage for funder site
visits.
- Act as the point of contact for Office Support and other
outside parties. Assess questions and requests to either fulfill
them or channel them to the correct team member.
- Manage RD material stocks and partner with Communications or
Office Support to reorder when supplies are low.
- Support, track, and review quarterly RD expenses and annual
budget creation.
Supporting Additional Agencywide Technology Initiatives:Acts as
technical support on agencywide technology initiatives including
MS365 implementation and migration to online processes and
procedures for administrative workflow.
Specific duties include (but are not limited to):
- Provide technical assistance on agencywide database creation
and implementation.
- Support agencywide MS365 adoption and implementation.
- Create online process and procedure for agencywide
administration workflow.
The duties listed above are intended only as illustrations of the
various types of work that may be performed. The omission of
specific statements of duties does not exclude them from the
position if the work is similar, related, or a logical assignment
to the position.
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Keywords: Solid Ground, Seattle , Donor Database Operations Coordinator, Accounting, Auditing , Seattle, Washington
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