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About the Role

The Database Administrator I is the primary expert and administrator of the organization's fundraising donor database, ensuring the accuracy, maintenance, and tracking of all donor information. This role supports senior leadership with donor data for prospecting, analytics, research, and reporting, directly contributing to building donor relationships, driving fundraising success, and amplifying the organization's impact.

Responsibilities

Maintain the day-to-day operation, accuracy, and integrity of the donor database.
Create, update, merge, and maintain constituent records according to established standards.
Process updates for address, contact, communication preference, relationship, and other constituent information.
Monitor the database for duplicate, incomplete, inconsistent, or inaccurate records and perform data cleanup.
Maintain donor relationships, household information, organizational affiliations, recognition preferences, and solicitation assignments.
Support database configurations, coding structures, campaigns, funds, appeals, events, and other system components.
Assist with user access, routine troubleshooting, and coordination with the database vendor or internal technology resources.
Document database procedures and maintain current data-entry and system-reference materials.
Enter and post gifts, pledges, pledge payments, matching gifts, grants, sponsorships, event revenue, in-kind contributions, and other charitable transactions.
Review gift documentation for accuracy and proper assignment.
Process recurring gifts, pledge schedules, adjustments, write-offs, refunds, and other approved transactions.
Generate timely gift acknowledgments, tax receipts, pledge reminders, tribute notifications, and other donor correspondence.
Maintain documentation and audit trails for gifts, adjustments, and donor instructions.
Identify and escalate unusual, incomplete, or complex gifts to the Development Operations Manager.
Support the secure handling and transfer of sensitive donor or payment information.
Perform routine data-quality reviews and reconcile discrepancies.
Adhere to standards for data entry, gift acceptance, record retention, confidentiality, and donor privacy.
Ensure donor restrictions, recognition preferences, anonymity requests, and communication preferences are accurately documented and honored.
Maintain documentation for internal reviews, financial audits, and donor inquiries.
Protect confidential donor, financial, and organizational information.
Stay current on database functionality and charitable gift-processing practices.
Produce standard donor, gift, pledge, campaign, appeal, event, and acknowledgment reports.
Prepare recurring database reports and data files according to schedules.
Provide data extracts, mailing lists, segmentation files, and other information for donor communications and fundraising activities.
Assist with dashboard preparation and reporting by validating source data and completing routine reports.
Support monthly and year-end reconciliation between the donor database, payment-processing systems, and Finance records.
Research and help resolve gift-entry, deposit, coding, and reconciliation discrepancies.
Maintain organized supporting documentation for deposits, batch records, reconciliations, and audit requests.
Assist with calendar-year and fiscal-year close activities, including pledge and fund reviews, acknowledgment completion, and data validation.
Establish and maintain campaign, appeal, event, and fund codes.
Prepare donor lists, prospect lists, mailing files, pledge reports, and campaign-progress reports.
Support events by maintaining registration, sponsorship, attendance, payment, donor-engagement information, and logistics.
Assist with list segmentation and data preparation for campaigns, appeals, stewardship communications, and donor-recognition activities.
Record donor interactions, moves-management activities, proposals, and other fundraising information.
Collaborate with Development team members to ensure timely and accurate entry of donor-related activity.
Serve as a resource to Development team members for routine database questions and procedures.
Train authorized users on basic database functions, data-entry standards, and reporting procedures.
Monitor recurring issues and recommend improvements to data-entry practices, workflows, reports, and system use.
Participate in database testing, upgrades, integrations, conversions, and other system projects.
Assist with the creation, implementation, and maintenance of standard operating procedures.
Promote consistent use of the database as the organization’s primary source of donor and fundraising information.
Perform other administrative duties as assigned.

Requirements

Associate degree in business administration, nonprofit management, information systems, accounting, or a related field, or an equivalent combination of education and relevant experience.
Two or more years of experience working with donor, customer relationship management, membership, financial, or other relational database systems.
Experience administering a non-profit fundraising or donor-management database preferred.
Experience with gift processing, donor acknowledgements, pledges, recurring gifts, and fundraising campaigns.
Experience entering and maintaining high-volume, detail-sensitive data.
Demonstrated ability to produce reports, manage data files, and conduct routine data-quality reviews.
Proficiency with Microsoft Excel, including sorting, filtering, formulas, data validation, and basic data analysis.
Strong attention to detail and commitment to accuracy.
Ability to manage confidential donor, financial, and organizational information appropriately.
Strong organizational, time-management, and problem-solving skills.
Ability to manage multiple priorities and meet recurring daily, monthly, and year-end deadlines.
Effective written and verbal communication skills.
Regularly required to sit, stand, walk, bend, talk.
Occasionally required to lift and/or move items, including equipment, furniture, and/or children.

Skills

Database administration
Data integrity
Data maintenance
Data tracking
Donor data management
Prospecting
Analytics
Research
Reporting
Data entry
Constituent record management
Data cleanup
Gift processing
Donor acknowledgments
Pledge processing
Recurring gifts
Fundraising campaigns
Data quality reviews
Data reconciliation
Microsoft Excel
Organizational skills
Time management
Problem-solving
Communication skills

Experience Level

Two or more years of experience

Education Level

Associate degree