Associate Director of Donor Services

Job Description

Job DescriptionSalary: 80K-90K

Position Summary:

The Associate Director of Donor Services provides strategic leadership for Seattle Humanes fundraising systems, prospect management, and donor data infrastructure. This role ensures the effective use of data and systems to inform donor engagement strategies, support prospect development, and drive fundraising performance across the Development division.

This position oversees donor data integrity, reporting, research, and portfolio management to optimize pipeline growth and donor stewardship. The Associate Director supervises a small team of professionals responsible for data management, gift processing, prospect research, and donor relations, fostering collaboration and excellence in service to the organizations fundraising goals.

KEY OR ESSENTIAL FUNCTIONS:

Data, Reporting & Systems Management

• Oversees and maintains data integrity within Raisers Edge NXT and other fundraising platforms to ensure accurate tracking of donor engagement and giving.
• Leads development of reporting systems that deliver actionable insights to the Development Director and frontline fundraisers.
• Designs and produces regular performance dashboards and analytical reports to track pipeline health, fundraising trends, and ROI.
• Partners with the Finance team to ensure proper gift documentation, receipting, and compliance with IRS regulations occurs in a timely manner. Team standards must meet rigorous gift entry standards set by the Director of Development.
• Analyzes and refines departmental processes for efficiency, data accuracy, and adherence to best practices in data governance.
• Oversees the implementation and optimization of fundraising technology tools and integrations.

Prospect Management & Research

• Directs prospect research and management efforts to support major and planned giving programs.
• Develops and maintains systems for tracking donor movement through the pipeline, including identification, qualification, cultivation, solicitation, and stewardship.
• Trains users and ensures consistent use of prospect management tracking system.
• Provides portfolio analysis and strategic recommendations to frontline fundraisers to strengthen donor engagement and maximize philanthropic potential.
• Ensures research practices are ethical, consistent, and aligned with organizational values and privacy standards.
• Collaborates with Major Gifts, Planned Giving, Corporate Giving and Events teams to ensure coordinated and data-informed donor cultivation strategies.

Donor Services & Stewardship Systems

• Helps with defining and executing on team-wide donor stewardship strategies.
• Oversees donor acknowledgment, receipting, and stewardship communications to ensure accuracy, timeliness, and a high-quality donor experience.
• Ensures consistent application of donor recognition and stewardship policies.
• Partners with Development leadership to design scalable systems that enhance donor satisfaction and retention.

Team Supervision & Development

• Supervises a team of three donor services and prospect management professionals, providing mentorship, training, and performance management.
• Fosters a collaborative, data-driven, and solutions-oriented team culture.
• Manages special projects assigned to the donor services team and ensure they are completed accurately and in a timely manner.
• Conducts performance reviews, establishes goals, and identifies professional development opportunities.
• Ensures the Donor Services team provides excellent service to donors, volunteers, funders, and peers.

Cross-Departmental Collaboration

• Serves as a strategic partner to the Major Gifts, Planned Giving, Corporate Giving, Events and Communications teams to align data, messaging, and donor experiences.
• Collaborates across departments to promote a culture of philanthropy and accountability in donor stewardship.
• Provides training and tools to colleagues to ensure consistent use of data systems and donor management practices.

Other duties as assigned by the Director of Development.

SECONDARY FUNCTIONS

• Responds promptly and professionally to donor inquiries and data requests.
• Attends all-staff and departmental meetings and serves on cross-functional project teams as needed.
• Performs other duties as assigned to advance the mission and fundraising goals of Seattle Humane.

SUPERVISORY RESPONSIBILITY:

• Directly supervises a team of one or more staff members and provides indirect leadership to additional Development staff and volunteers supporting data, research, or donor services functions.

COMMUNICATION/INTERPERSONAL CONTACT:

• Daily verbal and written communication with staff, vendors, and donors through meetings, email, reports, and phone.
• Builds constructive relationships with internal and external partners to advance donor engagement.
• Commits to valuing diversity and contributes to an inclusive and respectful workplace culture.

COMPLEXITY:

This position requires a high degree of judgment, analytical skill, and discretion. The role involves managing complex data systems, interpreting financial and fundraising metrics, and making recommendations that inform strategic decisions. Must be able to manage multiple priorities, respond to urgent requests, and ensure data accuracy in a fast-paced environment.

REQUIRED KNOWLEDGE / EXPERIENCE / EDUCATION OR TRAINING:

• Demonstrated expertise in fundraising data management, prospect research, and donor relations systems.
• Minimum 8 years of progressive experience in nonprofit development operations or data management, including at least 5 years of team management experience.
• Advanced proficiency with Raisers Edge NXT or similar CRM required; experience with Luminate Online, RE: Query, and other analytical tools preferred.
• Strong analytical, organizational, and project management skills.
• Exceptional communication and writing abilities.
• Proficiency in Microsoft Office Suite and familiarity with project management platforms such as Asana or Basecamp preferred.
• Knowledge of fundraising best practices, donor privacy, and ethical research standards.

PREFERRED KNOWLEDGE / EXPERIENCE / EDUCATION OR TRAINING:

• Proficiency with PowerBI or other advanced reporting tools
• Experience with data migration projects involving more than one complex CRM system
• Experience building and implementing a prospect management system across teams

PHYSICAL/MENTAL REQUIREMENTS:

With or without reasonable accommodation, must be able to analyze complex data, make decisions under time constraints, and communicate clearly both verbally and in writing. Requires strong attention to detail and ability to manage multiple priorities. Must demonstrate empathy, professionalism, and discretion when dealing with sensitive donor information. May sit for extended periods.

WORKING CONDITIONS:

Hybrid work model with a combination of on-site and remote work. Open office environment with regular computer and phone use. Occasional evening or weekend work may be required.

Open office concept environment. Hybrid in-office and work from home flexibility. May have limited animal handling which presents the potential of animal bites, exposure to zoonotic diseases (diseases that can be transmitted from vertebrate animals to people), animal dander and noise.

Equipment Use: Continuous use of desktop computer, printer, copy machine, and multi-line telephone.

Work Hours: Full-time, 40 hours a week. Some evening and/or weekend hours required.

LOCATION:

The position works in an onsite capacity, located in the Bellevue, WA office.

Equal Opportunity

As an equal opportunity employer, Seattle Humane is committed to providing employment opportunities to all qualified applicants and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status or any other basis prohibited by applicable law.

SEATTLE HUMANE CORE VALUES:

Candidate should be committed to Seattle Humanes Core Values:

Compassion
Accessibility
Innovation
Responsibility
Teamwork

Who we are:

Seattle Humane is more than a shelter, we are a community resource center. We're meeting the increasing need for pet owner support services, so that families don't have to choose between an overdue bill and a beloved family member. We're training the next generation of veterinarians in our state-of-the-art medical center. We're building a community of animal advocates through our volunteer and youth education programs. The impact of Seattle Humane is life-changing, for the animals in our care and the people who love them. Our top priority is to connect animals in need of rescue with the people who will love them. Through our outreach, advocacy, and services, we strive to ensure that animal companionship is accessible to all.

The Benefits:

At Seattle Humane, we believe in investing in our people, you'll receive competitive benefits and perks, including full health & wellness coverage, generous paid time off starting at three weeks, 10 paid holidays, an employer matching retirement plan, personal pet allowance, employee sabbaticals, discounts, and you get to work around cute animals!

Check out our LISTof benefits and perks HERE