Database Administrator

The Database Administrator I plays a crucial role in advancing the philanthropic mission of the organization by serving as the primary expert and administrator of its fundraising donor database. Working under the direction of a Development Leade r, this position ensures the accuracy , maintenance, and tracking of all donor information and data. Collaborating closely with senior leadership, the Database Specialist leverages donor data for prospecting, analytics, research, and comprehensive reporting.

By ensuring data integrity and strategic insights, this role directly supports the organization's ability to build meaningful donor relationships, drive fundraising success, and amplify its impact in the community.

• Maintain the day-to-day operation, accuracy, and integrity of the donor database.
• Create, update, merge, and maintain constituent records in accordance with established data-entry and database standards.
• Process address, contact, communication-preference, relationship, and other constituent-information updates.
• Monitor the database for duplicate, incomplete, inconsistent, or inaccurate records and complete routine data-cleanup activities.
• Maintain donor relationships, household information, organizational affiliations, recognition preferences, and solicitation assignments.
• Support database configurations, coding structures, campaigns, funds, appeals, events, and other established system components.
• Assist with user access, routine troubleshooting, and coordination with the database vendor or internal technology resources as needed.
• Document database procedures and maintain current data-entry and system-reference materials.

• Enter and post gifts, pledges, pledge payments, matching gifts, grants, sponsor ships, event revenue, in-kind contributions, and other charitable transactions.
• Review gift documentation to ensure gifts are entered accurately and assigned to the appropriate donor , campaign, fund, appeal, program, and designation.
• 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 appropriate documentation and audit trails for gifts, adjustments, and donor instructions.
• Identify unusual, incomplete, or complex gifts and elevate them to the Development Operations Manager for review.
• Support the secure handling and transfer of checks, credit card information, and other sensitive donor or payment information.

• Perform routine data-quality reviews and reconcile identified discrepancies.
• Follow established standards for data entry, gift acceptance, record retention, confidentiality, and donor privacy.
• Help ensure donor restrictions, recognition preferences, anonymity requests, and communication preferences are accurately documented and honored.
• Maintain documentation necessary to support internal reviews, financial audits, and donor inquiries.
• Protect confidential donor , financial, and organizational information and access such information only for authorized business purposes.
• Stay current on database functionality and applicable charitable gift-processing practices.

• Produce standard donor , gift , pledge , campaign , appeal , event , and acknowledgment reports.
• Prepare recurring database reports and data files according to established schedules.
• Provide accurate data extracts, mailing lists, segmentation files, and other information needed for donor communications and fundraising activities.
• Assist Development Leader 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 as directed.
• Prepare donor lists, prospect lists, mailing files, pledge reports, and campaign-progress reports.
• Support events by maintaining…