Job Description

Job Title:                Donor Database Coordinator

Department:         Mission Advancement

Reports To:           VP for Mission Advancement

FLSA Status:        Exempt, Full Time

Approved and Oriented By:  VP for Mission Advancement

Position Summary:

The Donor Database Coordinator works as a Children At Heart Ministries (CAHM) Mission Advancement team member under the supervision of the VP for Mission Advancement. The Coordinator is responsible for the overall management and quality of the donor database, including policies and procedures for data input and output for Children At Heart Ministries and affiliate ministries, including Gracewood in Houston, Miracle Farm in Brenham, and Texas Baptist Children's Home in Round Rock.

The Coordinator is responsible for overseeing timely gift entry and acknowledgment, generation of mailing lists, coordination of fundraising appeals, response to donor and constituent inquiries, and facilitating other donor correspondence. The Coordinator has a regular interface with the Mission Advancement Team and administrative staff of related ministries to facilitate cultivation efforts. This position also provides office-wide support and training for Raiser's Edge.

The role of Donor Database Coordinator is central to our fundraising efforts. The Coordinator will work closely with all members of Mission Advancement and play an essential role in the stewardship of donors and the proactive management of donor information, which is vital for CAHM's success.

Principal Duties:

• Manage the maintenance of the donor database constituent records with accurate names, titles, addresses, phone numbers, salutations, marriage and death information, relationships, constituent and solicit codes, and volunteer activity.
• Manage efforts of gift receipting to meet goals for accuracy, timeliness of gift acknowledgment, reporting, and working in cooperation with other staff who assist in the receipting process.   
• Effectively uses queries and database administrative functions to import, export, convert, exchange data, and make global changes to update existing and create new records.
• Monitor and implement policies that assure accurate recording and security of all donor information, and develop processes and procedures to manage all data entry into the database, creating entry standards.
• Coordinate all aspects of data entry for financial donations (cash deposits, credit card transactions, electronic transactions, stock, matching gifts) and in-kind contributions.
• Create transmission files of recurring gifts. 
• Liaison with Accounting staff to ensure appropriate allocation of funds and reconcile totals. 
• Maintain files of gift support documentation for auditors.
• Work with the Mission Advancement team to respond to special donor requests to ensure the smooth receipting of gifts, pledges, pledge payments, pledge reminders, and acknowledgments. 
• Work collaboratively with coordinators of special events to ensure complete and accurate tracking of special events, including event participants, event gifts, and event mailings.

Principal Duties: (cont.)

• Interact with vendor and Information Technology staff to schedule software updates, troubleshoot, and resolve database issues.
• Make recommendations for improving the donor database's accuracy and usefulness by identifying problem areas, such as missing and/or incomplete data, incorrect values, and duplicate records, and take appropriate steps to correct problems. 
• Perform routine database maintenance and keep up to date on features and enhancements that will result in better program use. 

• Provide and, when necessary, conduct research and data analysis of donor information entered into the database, including, but not limited to, reports for distribution to management on donor analyses, mailings, events, solicitor and soft credit information to track fundraising efforts and monitor long-range goals. 
• Provide excellent customer service internally and externally by responding to requests, identifying solutions, and providing services related to donor data within the donor database.
• Other duties as assigned by the Vice President for Mission Advancement.

Behavior-Based Competencies

• Christian biblical behavior is expected at all times and includes but is not limited to the following:
  • Honors God by lifestyle and is a positive Christian role model both personally and professionally. This person must agree with and live the CAHM's Mission, Vision, and Core Values.
  • Exhibits excellent organizational skills, sound judgment, and confidentiality as well as effective communication abilities in dealing with both staff and the public.
  • Works independently, displaying creativity and initiative in everyday duties, and submits ideas and suggestions to enhance overall business operations and the position itself.
  • Provides leadership and works in partnership with other team members and key staff in strategic planning and budgeting for multiple organizations.
  • Demonstrates effective collaboration across the family of ministries. Utilizes teamwork and coalition building at all times. Works cooperatively with all personnel and those of related corporations, Trustees, donors, contracting agencies, all stakeholders, and the general public.

Knowledge and Experience:

• Bachelor's degree (B. A.) from a four-year college or university; or two to four years' related experience and/or training; or equivalent combination of education and experience (preferred).
• Experience with Raiser's Edge, RENXT, or a comparable donor database system is required.
• Must have high interpersonal skills to handle sensitive and confidential situations.

Skills and Abilities:

• Must have excellent computer knowledge and skills.
• Must possess excellent written and verbal communication skills.
• Must be capable of accurate data entry with attention to detail.
• Must be able to organize, file, and retrieve information.
• Must be a positive Christian role model.

• Must possess a commitment to Christian principles and teachings both professionally and personally.
• Must understand and support Children At Heart Ministries' mission, programs, and core values.

• Able to interact and communicate professionally with individuals at all levels of the organization.
• Able to organize and manage multiple projects.
• Must possess a high tolerance for stress.
• Must be willing to learn and grow in the position.

Supervisory Responsibilities:

This position may have supervisory responsibilities.

Annual Performance Review By:

VP for Mission Advancement