Donor Information Specialist
Position Summary
The Donor Information Specialist plays a critical role in safeguarding institutional memory and advancing ACF’s donor strategy. By ensuring the integrity, governance, and strategic use of donor data and CRM systems, this position ensures that vital information regarding donors' values, goals, and personal situations is captured, documented, and easily accessible to future staff.
Key Responsibilities
Development & Donor Experience Relationship Continuity & History: Assist team to systematically capture, organize, and document rich donor insights—including values, philanthropic goals, family dynamics, and engagement history—to preserve institutional memory across staff transitions and generational shifts.
Donor Journey Support: Support team operations to create a seamless donor journey from initial contact through onboarding, ongoing engagement, and legacy planning.
Profile & Briefing Preparation: Develop comprehensive donor profiles, bios, and briefing materials that reflect both quantitative data and qualitative relationship nuance to support effective relationship management.
Prolspect Research & Tracking: Support prospect research to identify and prioritize donor opportunities; partner with DDE colleagues to track engagement progress from prospect to committed donor.
Stewardship Insights: Analyze donor engagement patterns to identify trends and actionable insights that strengthen donor retention, satisfaction, and long-term stewardship.
Portfolio Management Support: Partner with Relationship Managers to maintain accurate donor portfolios, assignment records, engagement stages, and next-action tracking within Salesforce.
User Training & Adoption: Partner with Development & Donor Experience and Technology to provide ongoing Salesforce training, reinforce data standards, answer user questions, and encourage consistent CRM adoption across the organization.
Data Management, Reporting & System Governance: Maintain the accuracy, quality, and usability of donor and fund data within ACF systems, ensuring records are consistent, secure, and intuitive for future relationship managers.
CRM & System Enhancements: Partner with the Technology team to refine CRM structures, custom fields, and workflows to better capture qualitative donor values, notes, and relationship milestones.
Data Governance: In partnership with the Technology team, serve as the primary steward of donor data governance, proactively monitoring data quality, identifying inconsistencies, conducting routine audits, and recommending process improvements to ensure the long-term integrity of donor information.
Standards & Documentation: Collaborate with DDE and Technology colleagues to establish clear data entry standards, user documentation, and training resources that emphasize consistent donor record-keeping.
Cross-Functional Collaboration: Serve as a key operational partner on cross-functional projects aimed at improving data quality, reporting efficiency, and donor service delivery.
Analytics & Reporting: Analyze and develop dashboards and reports that monitor donor engagement, portfolio health, stewardship activity, fund utilization, pipeline progression, and organizational performance metrics for leadership and front-line fundraisers.
Operational Support: Ensure data management seamlessly supports accurate gift processing and donor-advised grantmaking workflows.
Qualifications
Experience: 5–7 years of relevant experience, preferably within a community foundation or nonprofit fundraising environment. Associate or Bachelor’s degree welcome.
Technical Proficiency: Significant experience working with databases, CRM platforms (Salesforce preferred), and reporting tools standard to fundraising and donor management.
Analytical & Detail-Oriented: Strong analytical skills paired with a deep appreciation for data precision, thorough documentation, and narrative context.
Fundraising Knowledge: Prior experience in prospect research, donor analytics, or relationship-management support highly desirable.
Communication: Strong written and verbal communication skills, with an ability to translate complex donor interactions into structured, meaningful system records.
Independence & Judgment: Demonstrated ability to work independently, manage competing priorities, and exercise sound judgment regarding sensitive donor information.
Collaboration & Mission Alignment: Proven track record of effective cross-team collaboration, alignment with ACF’s core values, and a genuine passion for community impact.