Donor Database Manager

Description Position Summary

The Donor Database Manager is responsible for accurate management, maintenance, and optimization of the organization’s donor database and related systems. This role ensures the integrity of donor and gift data, supports fundraising operations, and facilitates timely and accurate reporting to enhance donor engagement and organizational decision‑making.

This position reports to the Chief Development Officer and works closely with development, Grants, Finance, and Operations teams.

• Enter and maintain donor, grant, and gift data within the CRM system (e.g., Donor Perfect, My Club Hub) with a high degree of accuracy and timeliness.
• Ensure data integrity through regular audits, data validation, and cleanup processes.
• Maintain donor records, including contact information, giving history, and engagement details.
• Responsible for entering, maintaining, reviewing, and reporting of grant data.
• Oversee the full gift acknowledgment process, including preparing and distributing donor acknowledgment letters.
• Ensure timely and accurate processing of all donations in accordance with internal policies and donor expectations.
• Coordinate with Finance to reconcile donation records and reporting.
• Generate reports on donor activity, giving trends, and campaign performance.
• Research and analyze CRM data to identify donor opportunities and support fundraising strategies.
• Utilize systems including Microsoft Office, Donor Perfect, My Club Hub, and Instrumentl to manage donor data and support fundraising efforts.
• Assist with system improvements, process optimization, and documentation of procedures.
• Perform other duties as assigned.

• Associate’s degree in business administration, information systems, or closely related field.
• One (1) year of experience working with databases or CRM systems.
• Experience with Donor Perfect or similar preferred.

Additional experience may substitute for lack of education on one‑for‑one year basis, or vice versa.

• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong attention to detail and data accuracy.
• Ability to manage sensitive and confidential donor information.
• Analytical mindset with ability to interpret and present data.
• Strong organizational and time management skills.
• Effective communication and collaboration across departments.
• Ability to manage multiple priorities in a deadline‑driven environment.

• Primarily office‑based or remote work environment.
• Extended periods of computer use.