Donor Relations and Database Specialist

Job Duties & Responsibilities

• Record and process charitable contributions from a variety of sources, including outright gifts, pledges, sponsorships, grants, stock transfers, donor-advised funds, planned gifts, and event revenue.
• Manage pledge administration, including tracking commitments, generating invoices, monitoring payment schedules, and supporting collection and reconciliation efforts.
• Maintain accurate and complete donor and constituent records within Salesforce and related systems.
• Ensure data integrity through ongoing record maintenance, audits, updates, and quality control procedures.
• Support gift reconciliation processes in partnership with Foundation and Finance staff.
• Coordinate the Foundation’s gift acknowledgment process, including preparation of tax receipts, acknowledgment letters, stewardship communications, and donor recognition activities.
• Track stewardship activities and donor recognition commitments.
• Respond to donor inquiries related to gifts, pledges, sponsorships, acknowledgments, and third-party fundraising activities.
• Afford support administration of third-party fundraising events and community fundraising initiatives.
• Assist in optimizing the Foundation’s use of Salesforce, including workflows, reporting, dashboards, data structure, and process improvements.
• Generate reports, mailing lists, donor profiles, prospect summaries, and analytics to support Foundation leadership and fundraising activities.
• Collaborate with team members to identify opportunities for improved efficiency, reporting, and data utilization.
• Conduct wealth screening, prospect research, and constituent analysis to support donor identification, qualification, and portfolio development.
• Prepare prospect profiles, briefing materials, and background research for Foundation leadership, board members, and fundraising staff.
• Monitor and update prospect information and philanthropic activity.
• Coordinate purchasing and ordering for Foundation-supported patient care and program initiatives, including items for pediatric treatment units, patient support programs, therapeutic activities, and other Foundation-funded projects.
• Afford assistance with administrative functions including scheduling, meeting preparation, document management, and project coordination.
• Support Foundation leadership with special projects and operational initiatives.
• Support Foundation events through registration management, guest tracking, nametag preparation, auction or sponsorship administration, onsite event support, and post-event reconciliation.

Education/Training Requirements

• Associate’s or Bachelor’s degree preferred, along with at least three years of experience in nonprofit operations, fundraising administration, database management, donor relations, or a related field; 3–5 years of relevant experience may be considered in lieu of a degree.
• Experience with Salesforce or similar CRM/database platforms strongly preferred.
• Experience with gift processing, pledge management, prospect research, and donor stewardship activities preferred.
• Strong analytical, organizational, and problem-solving skills.
• High degree of accuracy and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential donor and organizational information with discretion.
• Proficiency in Microsoft Office Suite, particularly Excel and Word.