Coordinator, Constituent Records

About the role

The Constituent Records Coordinator is responsible for maintaining the integrity, accuracy, and completeness of constituent and donor data within the organization’s CRM/database. This position supports fundraising, marketing, finance, and program teams by ensuring constituent records are properly managed, gifts are accurately recorded, and data quality standards are maintained.

Responsibilities

• Create, update, merge, and maintain constituent records in the CRM/database.
• Process constituent changes including addresses, phone numbers, email addresses, and demographic information.
• Identify and resolve duplicate records.
• Conduct routine database audits to ensure data accuracy and integrity.
• Establish and maintain data entry standards and procedures.
• Monitor data quality metrics and recommend corrective actions.
• Generate routine reports for fundraising, development, and leadership teams.
• Perform data cleanup projects and ongoing maintenance activities.
• Support donor segmentation and list preparation for campaigns and events.
• Respond to internal requests for constituent information.
• Process donor record updates received through mail, email, online forms, and events.
• Assist in maintaining communication preferences and consent records.
• Ensure compliance with privacy and data governance requirements.
• Provide user support and training on database procedures.
• Document database processes and standard operating procedures.
• Assist with database imports, exports, and data migration projects.
• Collaborate with fundraising operations and IT teams on system improvements.

Requirements

• Associate’s or Bachelor’s degree in business administration, nonprofit management, information systems, or a related field preferred.
• 2-4 years of experience in database administration, gift processing, fundraising operations, or constituent records management.
• Experience with donor databases such as Blackbaud Raiser’s Edge NXT, Salesforce Nonprofit Cloud, or similar CRM systems preferred.
• Experience working in a nonprofit fundraising environment is desirable.
• Strong attention to detail and commitment to data accuracy.
• Knowledge of constituent relationship management (CRM) systems.
• Understanding of gift processing and fundraising operations.
• Proficiency in Microsoft Excel and data management tools.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and manage sensitive donor information.

Pay

The base pay range for this position at the beginning of employment is expected to be between $26.44/hour to $28.84/hour. The actual base pay offered may vary depending on multiple individualized factors, including but not limited to job-related knowledge, skills, and experience.

Benefits

• Eligibility for discretionary bonuses.
• Various insurance options, including medical, dental, vision, hearing, life, accidental death and dismemberment, short-term and long-term disability, and business travel accident insurance.
• Identity protection program.
• Employee assistance program.
• Financial and retirement savings benefits including the PBS Retirement Plan 403(b).
• Paid time off (17 days per year).
• Paid sick time benefits (12 days per year).
• Paid parental leave (60 days / 12 weeks).
• Paid holidays (12 days per year).