Data Entry Coordinator

Austin Pets Alive!•Austin, TX

5d•Hybrid

About The Position

The Data Entry Coordinator - Advancement Team supports Austin Pets Alive!’s fundraising and philanthropy work through accurate, high-volume gift processing, donor database management, data cleaning, acknowledgments, and operational reporting. The role manages daily priorities and delivers consistent, high-quality work with minimal oversight, while collaborating with Advancement leadership, Finance, other staff, and volunteers. It reports to the Manager of Advancement Data & Operations. Responsibilities include entering gifts from online and offline channels; processing complex transactions and maintaining accurate transaction histories, pledge schedules, campaign tags, and fund allocations; maintaining constituent records and resolving duplicates; cleaning and importing donor data; preparing tax receipts and acknowledgments; assisting with gift summaries, reminders, and distribution lists; and reconciling transaction records with bank and finance documentation. The role also supports volunteer onboarding, guidance, engagement, and recognition as part of APA!’s volunteer-powered culture. This is a full-time, exempt position averaging 40 hours per week. It is hybrid and requires residence in the Austin area, with regularly scheduled on-site work at APA!’s three campuses and remote work days. The schedule is determined with the Manager of Advancement Data & Operations and may change; flexibility to work evenings, weekends, and holidays is required as needed. Travel to offsite locations may be needed, using the employee’s own transportation. The work takes place in an animal shelter office environment, with exposure to animals, unpleasant odors and noises, animal waste, disinfectants, and potential animal bites, scratches, or diseases. The position requires extended computer use and physical activity including sitting, standing, walking, bending, lifting or carrying up to 30 pounds, and pushing or pulling up to 50 pounds. Full-time benefits include subsidized employer-sponsored medical coverage, subsidized and voluntary life insurance, voluntary dental and vision options, short-term disability options, wellness and emergency sick plans, up to a 2% 401(k) match, supplemental benefits, flexible spending accounts, and additional life coverage. Employees receive 10 paid holidays and accrue 10 days of paid time off in their first year, with an additional five days of PTO accrual after 12 months. Professional development opportunities are also offered.

Requirements

At least 2 years of hands-on experience in high-volume data entry, database administration, or transaction processing in a nonprofit or corporate setting.
Demonstrated proficiency with donor databases or CRM systems.
Advanced working knowledge of Google Sheets and Microsoft Excel, including data cleaning, formulas, batch imports, data validation, and formatting.
Ability to handle high-volume repetitive tasks with speed, focus, and exceptional attention to detail.
Ability to navigate nuanced data-entry rules, identify discrepancies, and follow standard operating procedures.
Effective written and verbal communication skills and ability to interpret rules, procedures, and instructional materials.
Strong time management and ability to work independently and collaboratively with minimal oversight.
Strong interpersonal skills and a calm, professional presence.
Dependability, accountability, sound judgment, adaptability, and high standards for quality.
Commitment to APA!’s values and customer experience expectations, animal welfare, and the organization’s mission.
Strong commitment to engaging and supporting volunteers and collaborating across teams.
Ability to work in a high-volume, fast-paced, high-stress environment and adapt productively to change.
Ability to work a flexible schedule, including evenings, weekends, and holidays as needed.
Ability to sit at a computer for extended periods and meet the described physical requirements, with reasonable accommodations where applicable.
Ability to work around animals, including diseased, injured, or potentially aggressive animals, and exposure to loud noises and inclement weather.
Must live in the Austin area, work scheduled days at APA!’s campuses, and use own transportation for travel and transport.

Nice To Haves

Experience with Virtuous CRM is strongly preferred.

Responsibilities

Partner with volunteers during shifts, collaborate on daily tasks, and help maintain an inclusive and welcoming environment.
Welcome and orient new volunteers, provide hands-on task guidance and feedback, and support volunteer retention and engagement.
Recommend volunteers for deeper involvement or specialized roles and recognize volunteer contributions.
Enter high volumes of incoming gifts from online and offline channels accurately and promptly.
Process complex gifts and transactions, including recurring donations, tribute and memorial gifts, employer matching gifts, donor-advised funds, qualified charitable distributions, wire transfers, lockbox check files, ACH batches, and in-kind contributions.
Maintain transaction histories, pledge schedules, campaign tags, and fund allocation codes in accordance with organizational policies and IRS guidelines.
Maintain database health in Virtuous CRM, including resolving constituent duplicates, merging households, standardizing addresses, and updating contact details.
Manage biographical records, relationship links, communication opt-ins, and donor preference tags.
Import, clean, and map donor data files from multiple sources using spreadsheet tools before CRM upload.
Generate and issue tax receipts and personalized donor acknowledgment letters, and prepare mail merges, digital receipt batches, and thank-you templates.
Assist with gift summaries, pledge reminders, and mail and email distribution lists.
Reconcile transaction logs with bank deposit records, check batches, and finance spreadsheets.
Coordinate with Finance to resolve coding discrepancies, pass-through gifts, and credit card processing exceptions.
Provide administrative and operational data support to fundraisers and team leads.
Attend required training and meetings, maintain communication with the Manager of Advancement Data & Operations and Advancement Team, and perform other duties as assigned.

Benefits

Subsidized employer-sponsored medical coverage.
Subsidized and voluntary life insurance.
Voluntary dental and vision options.
Short-term disability options.
Voluntary wellness and emergency sick plans.
Up to 2% match on the 401(k) retirement plan.
Supplemental benefits and flexible spending accounts.
Additional life coverage.
10 paid holidays.
10 days of PTO accrual during the first year, with an additional 5 days of PTO accrual after 12 months.
Professional development opportunities.