Data Entry Coordinator

CommonSpirit Health•Austin, TX

21h•$40,000 - $45,000•Hybrid

About The Position

The Data Entry Coordinator - Advancement Team plays a key role in advancing the goals of APA!’s Advancement Team. This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high-impact model for philanthropy. The Data Entry Coordinator - Advancement Team is responsible for managing their daily responsibilities, maintaining clear priorities, and delivering consistent, high-quality work that aligns with APA!’s values and goals. This includes staying organized, using data or feedback to inform decisions, and following through on key tasks and responsibilities with minimal oversight. This is a hands-on, mission-driven role focused on results, reliability, and teamwork. APA! is a volunteer-powered organization, so every staff member is expected to work alongside and support volunteers. The Data Entry Coordinator - Advancement Team collaborates closely with volunteers to complete day-to-day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect. Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited, trained, and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers, including assisting with onboarding, training, and volunteer engagement as part of the day-to-day workflow. This position may involve shift flexibility, weekend hours, and responsiveness during times of high need. Austin Pets Alive!’s Data Entry Coordinator - Advancement Team works under the supervision of the Manager of Advancement Data & Operations to perform basic data management such as data cleaning and processing, as well as entering donor and gift information, ensuring the database effectively captures constituent and gift information. The role plays a key part in supporting the solicitation and stewardship of gifts to APA! and the person who fills it must be experienced in donor management systems as well as rules around the management of gifts. Basic data management skills such as data cleaning, processing, and analysis also play an integral part of the role. The Data Entry Coordinator - Advancement Team will work with leadership and other staff to support the production of fundraising reports and generating qualified lists, when needed.

Requirements

Minimum 2 years of hands-on experience in high-volume data entry, database administration, or transaction processing in a nonprofit or corporate setting.
Demonstrated proficiency in donor databases/CRMs. Experience with Virtuous CRM is strongly preferred.
Advanced working knowledge of Google Sheets and Microsoft Excel (data cleaning, formulas, batch imports, data validation, and formatting).
Proven track record of handling 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 (SOPs).
Passion for animal welfare and commitment to APA!'s mission and values.
Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart
Commitment to APA!'s customer experience expectations
Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission
Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
Comfortable working cross-functionally and serving as a liaison between volunteers, customers, and team members
Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials
Self-starter with strong time management; able to work independently and collaboratively
Excellent interpersonal skills; maintains a calm and professional presence in all situations
Strong attention to detail and high standards for quality
Adaptable to change and able to perform related duties as needed
Dedicated to delivering an exceptional and inclusive customer experience

Nice To Haves

Experience with Virtuous CRM is strongly preferred.

Responsibilities

Actively contribute to a volunteer-powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment
Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed
Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program
Help retain volunteers by offering encouragement, guidance, and feedback during shared work
Recommend strong volunteers for deeper involvement or specialized roles to your supervisor or volunteer manager
Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts
Help set volunteers up for success by clearly explaining tasks, providing hands-on guidance, and offering in-the-moment support
Execute daily, high-volume data entry for all incoming financial gifts across online and offline channels, maintaining speed and 100% accuracy.
Process complex transactions requiring specific coding logic, including recurring donations, tribute/memorial gifts, Employer Matching Gifts, Donor-Advised Funds (DAF), Qualified Charitable Distributions (QCDs), wire transfers, lockbox check files, ACH batches, and in-kind contributions.
Maintain accurate transaction histories, pledge schedules, campaign tags, and fund allocation codes in accordance with organizational policies and IRS guidelines.
Perform ongoing database health tasks in Virtuous CRM, including constituent duplicate resolution, household merges, address standardization, and updating contact details.
Manage biographical records, relationship links, communication opt-ins, and donor preference tags to ensure accurate segmentation and reporting.
Import, clean, and map multi-source donor data files using advanced Google Sheets/Excel functions (e.g., VLOOKUP, pivot tables, text manipulation formulas) prior to CRM upload.
Generate and issue daily/weekly tax receipts and personalized donor acknowledgment letters matching IRS documentation standards.
Prepare automated mail merges, digital receipt batches, and custom thank-you templates for various giving levels.
Assist the Manager of Advancement Data & Operations with preparing daily gift summaries, pledge reminders, and mail/email distribution lists.
Reconcile daily and weekly transaction logs against bank deposit records, check batches, and finance spreadsheets.
Liaise with the Finance team to resolve coding discrepancies, pass-through gifts, and credit card processing exceptions.
Provide administrative and operational data support to frontline fundraisers and team leads as needed.
Must demonstrate dependability, accountability, time management, use of reasoning, and good judgment skills.
Attend and participate in all required training sessions and meetings.
Maintain open and consistent communication with the Manager of Advancement Data & Operations and the Advancement Team.
Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis.
Able to work in a high-volume, fast-paced, high-stress environment.
Able to react to change productively and perform other duties as assigned.
Comfortable working autonomously when given goals and deadlines.