Description

OVERVIEW:

The Database and Research Coordinator supports the Development team by ensuring accurate processing, acknowledgment, and reporting of all gifts. This role maintains the organization and integrity of the donor database, assists with data analysis and prospect research, and provides support for select grant writing and the Event-in-a-Box program.

JOB DUTIES:

Database Management  

• Serve as the primary day-to-day administrator for RMHFW’s CRM software
• Ensure accurate capture of all donor and gift activity within the CRM, and maintain overall database integrity, including elimination of duplicate and inconsistent records
• Update donor portfolios held by the development team and CEO on a semiannual basis
• Train and support staff on database best practices and maintain up-to-date policies, procedures, and training materials

Weekly Deposit and Finance

• Ensure timely, personalized gift processing 
• Record and process all forms of gifts within the CRM and appropriate financial logs 
• Prepare weekly deposit documentation for review and approval by the CDMO and submission for bank deposit by the CFO  
• Assist finance team with reconciliation between donor database and QuickBooks on a monthly basis
• Assist the finance team with any special projects throughout the year
• Coordinate with Development and Finance teams to track event sponsorship payments

Donor Records, Acknowledgment, and Stewardship

• Manage donor acknowledgment and receipt processes, including weekly gift acknowledgments, sponsorships, tax letters, post-event tax documentation, and first-time donor outreach.
• Execute personalized stewardship efforts, including thank-you calls, crafting tailored letters, Gratavid messages, birthday tracking, and other donor engagement activities.
• Maintain accurate donor records and assigned portfolios, including semiannual portfolio updates for development staff and the CEO.
• Prepare donor reports, mailing lists, and labels to support appeals and stewardship efforts. Ensure donor addresses meet USPS standards and remain current.
• Track, document, and submit matching gift information and related forms to ensure timely acknowledgment and processing.
• Provide additional donor and stewardship reporting support as requested by the Development team.

Prospecting and Research 

• Prospect and develop donor giving profiles across key revenue streams, including grants, corporate partnerships, sponsorships, major gifts, direct mail, meals program, and third-party fundraising
• Conduct proactive prospect research to identify new funding partners
• Stay up to date on best practices for data tracking and data management, and share recommendations to improve data integrity 
• Collect and present data to develop solutions and aid decision-making for the Development and Marketing Team, as requested

Grant Writing

• Assist in researching and drafting grant proposals in collaboration with the Chief Development and Marketing Officer 
• Gather data, impact stories, and program metrics to support compelling, mission-aligned proposals and grant reporting

Event-in-a-Box Program

• Support and coordinate the Event-in-a-Box program, including logistics and outreach 
• Maintain ongoing relationships with Event-in-a-Box participants and provide stewardship touchpoints to encourage repeat participation
• Coordinate with the Community and Donor Engagement Manager to schedule speaking engagements as needed
• Coordinate with the marketing team to create templates, materials, and collateral to support the program
• Track participation and engagement metrics and recommend improvements to strengthen program effectiveness as participation grows

Additional Responsibilities

• Work annual signature events
• Complete other duties as assigned

To apply for this position, please send your resume and cover letter with salary expectations to resumes@rmhfw.org.

Requirements

Required:

• Bachelor’s degree or equivalent work experience
• Proficient in Microsoft Office, specifically Excel, including data organization, analysis, and mail merge 
• Excellent organizational skills
• High-level attention to detail and data accuracy
• Ability to prioritize duties and meet deadlines on a consistent basis
• Ability to manage assigned responsibilities with appropriate supervision and guidance
• Demonstrated sound judgment and willingness to ask questions and seek guidance when appropriate
• Ability to function as a team member and work effectively across departments 
• Strong verbal and written communication skills, including the ability to draft professional letters
• Optional 20% remote

Preferred:

• Previous non-profit experience
• Experience in finance or accounting
• Previous experience with Bloomerang or other donor database software