00001880 - Database Coordinator

This position is primarily a back of the house position, responsible for processing gifts and payments, donor acknowledgements, varied financial reports, and updating and maintaining the database used by the Foundation Office. As the keeper of the data, this position has significant responsibilities in the areas of data and gift entry to ensure that all cash gifts, stock donations, and pledges are accurately recorded in the database and reconciled with the Financial Services Department.

Requisition ID:
Position Number: 00001880
Employee Group:  Professional, Management and Administration
Schedule: 40 hours/52 weeks
Compensation:
Benefits: Full-time Part-time Limited Benefits
Reports to:
Posting Opens:
Posting Closes: 

ESSENTIAL FUNCTIONS

• Coordinate all duties relative to processing, recording, and acknowledging gifts and payments:

  • Data entry for gifts and pledges.

  • Produce tax receipts and acknowledgements.

  • Maintain the accuracy and integrity of donor information.

  • Document and update database policies and procedures on an ongoing basis.

  • Work with Financial Services staff to ensure reconciliation of gifts and pledges

• Coordinate communication between the Foundation, and Financial Services, including the following responsibilities:

  • Analyze financial data and research donations and other variables to balance financial transactions, make adjusting entries, and recommend courses of action as appropriate.

  • Make identified corrections within foundation operations in coordination with Financial Services staff.

  • Annually work with the auditors for the audit of the Foundation in coordination with Financial Services staff.

• Manage the donor-related data needs of the Foundation:

  • Initiate and manage projects to improve utilization of the database

  • Generate reports and queries to support fundraising efforts and analyze the effectiveness of appeals

• Lead the Foundation functional support and provide technical expertise and leadership for Raiser’s Edge and other donor/customer relationship management software packages:

  • Train and provide technical support to staff to help them be independent Raiser’s Edge users

  • Manage users, monitor security, run regular data integrity checks, and work with Raiser’s Edge to apply updates as needed

  • Lead the implementation of identified modules within Raiser’s Edge to fully utilize software functionality, and to increase data storage, retrieval, and reporting efficiencies

• Coordinate all prospect research identification for major and annual gift donors:

  • Monitor prospect cultivation process and prepare progress reports

  • Perform prospect research using Research Point and other search vehicles

• Assist Foundation staff with department and College projects

• Participate as a member of the Foundation team. Assists with strategic planning, scholarship fund management, policy development, standards, monitoring, communications, gift and acknowledgement processing

• Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position

• Performs other related duties as assigned

JOB SPECIFICATIONS

Educational Credentials

• Bachelor’s Degree required

Work Experience 

• 3-5 years of demonstrated success working in a position responsible for database management required

• Experience in a non-profit environment, specifically in a development department is highly preferred

• Experience in community college foundation work is preferred

• Experience in accounting work is preferred

• Prior experience working in Raiser’s Edge is preferred

Skills

• Professional and friendly while able to act as gatekeeper

• Attention to detail, follow-up and excellent organizational skills

• Ability to treat sensitive and confidential information with appropriate discretion

• Strong sense of urgency, adaptability, flexibility and resourcefulness

• The ability to function professionally under pressure, while managing multiple concurrent projects and deadlines

• Proven competencies in software applications and programs, particularly Raiser’s Edge or other fundraising databases, Microsoft Office, including Excel, Word, Power Point, and the Google Suite

• Excellent word processing and file management skills

• Strong background in accounting to be able to effectively work with Financial Services

• Good working knowledge of office equipment and procedures, including computers, photocopiers, printers, telephone systems, filing systems, etc.

• Must possess personal tact, discretion and good judgment. Excellent interpersonal, written and verbal communication skills

• Team player, willing to step in when needed, flexibility to work longer hours during busy times (both before and after regular business hours)

Physical Demands

• Requires long periods of sitting, inputting information into a computer

• Effectively serve in a customer service office environment

• Reading, math calculating, writing, listening, speaking and answering the phone or other physical demands of the position

• Must be able to lift up to 20 lbs., bend, twist, and ambulate around campus

Mental Demands

• High energy level with enthusiasm and interest in helping and supporting staff, students and general public in a demanding work environment

• Ability to work under pressure. Possess mature judgment, flexibility in regards to interruptions and ability to handle difficult situations

• Demonstrate initiative and problem-solving abilities

• Ability to perform routine and unexpected duties with minimal supervision

Working Conditions

• GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website

• Ability to work independently and with groups

• Ability to work in a fast paced, indoor office environment

• May require occasional evening hours