Donor Database & Stewardship Coordinator

Job Description

SUMMARY:

Under the supervision of the Director of Development, the Donor Database & Stewardship Coordinator oversees Gladney’s donor database, ensuring precise gift processing, strong stewardship practices, data accuracy, and comprehensive reporting. This position plays a key role in strengthening donor engagement, supporting retention efforts, and driving growth in charitable giving.

JOB DUTIES AND ESSENTIAL FUNCTIONS:

• Accurately process all incoming gifts received by mail, online, in-person, or phone, including cash, checks, credit cards, wire transfers, stock, and in-kind contributions (goods and services).
• Engage with donors by phone and email to strengthen relationships, update donor information, and ensure records are accurate and complete.
• Adhere to established deposit procedures and finance policies for all gifts.
• Partner with Development and Finance teams to confirm appropriate gift restrictions, designations, and coding.
• Support program teams by creating and maintaining Amazon Wishlists to facilitate in-kind donations.
• Maintain accurate and comprehensive digital records for all gifts, donor interactions, and communications.
• Ensure compliance with data privacy and security standards to protect donor information.
• Conduct routine audits and clean-ups to uphold data integrity and accuracy.
• Merge duplicate records, update contact information, and create new donor profiles for individuals, families, and organizations.
• Document database processes and best practices to ensure consistency and efficiency across the team.
• Train and support colleagues in database management practices to maintain high-quality data standards.
• Manage donor stewardship activities such as thank-you emails, personalized letters, videos, and tax acknowledgments.
• Process and acknowledge honor and memorial gifts with accuracy and sensitivity.
• Collaborate with team members to develop and refine stewardship strategies, including outreach to new donors and follow-up on outstanding stewardship tasks.
• Maintain stewardship timelines, tracking systems, and processes to ensure timely and meaningful donor engagement.
• Work closely with Development, Finance, and IT teams to ensure smooth operations and information flow.
• Perform self-audits and prepare monthly reports to verify accuracy prior to Finance submission.
• Provide Finance with required documentation to support the monthly close process.
• Assist with the preparation, review, and editing of data exports for appeals, campaigns, and event mailings.
• Serve as backup receptionist/switchboard operator during scheduled breaks, lunches, and absences, as needed.
• Foster collaborative and positive working relationships with colleagues across departments to improve processes, increase efficiency, and support organizational goals.
• Network and engage with other donor database professionals to share knowledge and stay current on best practices.
• Perform other duties and special projects assigned to support organizational objectives and enhance operational efficiency.

MINIMUM REQUIREMENTS:

• High school diploma or equivalent.
• Two years of experience in database management, gift processing, or donor relations within a nonprofit environment.
• Strong Microsoft Office skills, especially Excel and Outlook.
• Familiarity with online giving platforms and processing various gift types (cash, check, credit card, stock, in-kind).
• Strong customer service focus, demonstrating a friendly, approachable, and responsive manner when interacting with donors and team members.
• Excellent written and verbal communication skills; ability to interact professionally with donors and team members.
• Strong attention to detail, accuracy, and ability to manage multiple tasks and deadlines.
• Understanding of data privacy and security standards and procedures for handling donor information.
• Strong problem-solving skills and process improvement experience.

PREFERRED REQUIREMENTS:

• Associate’s degree in Business, Nonprofit Management, or related field.
• Experience managing donor acknowledgements and stewardship workflows.
• Familiarity with integration of donor data with event management, email marketing, or fundraising platforms.

WORKING CONDITIONS:

• Operate primarily in a climate-controlled office environment with a fast-paced workflow, requiring the ability to shift between tasks, manage frequent interruptions, and meet time-sensitive deadlines efficiently.
• Standard business hours, with occasional flexibility required to meet deadlines, support events, or cover team absences.
• Regular, punctual attendance is essential for maintaining efficient service delivery.

PHYSICAL DEMANDS:

• Frequent walking, standing, bending, squatting, reaching, and twisting.
• Regular use of office equipment and handling of documents as part of daily tasks.