Database and Stewardship Specialist

The Henry Ford • Dearborn, MI

5d • $19 - $23 • Hybrid

About The Position

The Database and Stewardship Specialist is an essential member of The Henry Ford’s Institutional Advancement Team. The role manages gift processing, prepares timely acknowledgments and tax documentation, and maintains detailed, accurate donor and prospect records. It supports database quality and integrity by developing and implementing processes and procedures as the donor database evolves.

The Specialist maintains accurate records in accordance with established practices and applicable legal, regulatory, and audit requirements, coordinating with Finance and Accounting. The position also provides reliable reporting to support fundraising goals and initiatives. This work contributes to the organization’s philanthropic efforts, fundraising progress, donor stewardship, and the overall success of the Institutional Advancement Team.

Requirements

• Bachelor’s degree preferred, or an equivalent combination of education and experience.
• At least 5 years of experience in a professional or administrative setting, including at least 3 years in donor database administration, gift processing, fundraising operations, or related data management and reporting.
• Demonstrated proficiency administering donor relationship databases, including Blackbaud Raiser’s Edge NXT.
• Experience reconciling gift or financial data, maintaining accurate records, and generating reports.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Availability for a regular Monday–Friday schedule of 40 hours per week, with occasional evening and weekend hours to support donor events and departmental needs.
• Commitment to and enthusiasm for The Henry Ford’s mission, vision, values, and the ideals of philanthropy and ethical fundraising practices.
• Strong attention to detail and excellent organizational skills.
• Thorough understanding of donor database structures, data integrity, and practices for maintaining high-quality records.
• Strong time-management skills, including the ability to prioritize competing responsibilities and manage multiple projects.
• Strong verbal and written communication skills, including the ability to explain database processes and train users.
• Analytical thinking and problem-solving skills, including the ability to identify discrepancies and recommend process improvements.
• Ability to collaborate across teams, particularly Advancement, Finance, Accounting, and ITS.
• Ability to handle confidential and sensitive information with discretion.
• Ability to take initiative and work independently as well as collaboratively.
• Curiosity and commitment to ongoing learning, including staying current with relevant industry practices and technology.

Responsibilities

• Serves as the primary administrator for the donor database and develops and implements procedures and best practices to meet legal and regulatory compliance requirements in coordination with the Institutional Advancement Team, Finance, and Accounting.
• Trains new and current Advancement team members in Raiser’s Edge NXT.
• Establishes appropriate funds for new fundraising initiatives once implemented, and communicates and makes recommendations to Advancement, ITS, and Finance throughout the process.
• Maintains accurate, complete data and supporting documentation consistent with audit requirements; works with Finance and Accounting throughout the year and during audits, including maintaining documentation for major gift agreements.
• Monitors data flow between NetSuite, Blackbaud Raiser’s Edge NXT, and Siriusware to support accurate gift processing, reconciliation, and reporting; troubleshoots discrepancies and system issues, coordinates solutions with ITS and Finance, and recommends process improvements.
• Manages, reconciles, and imports gift information from sources including Siriusware, online donations, direct mail solicitations, wire transfers, and stock gifts; researches and recommends improvements to data capture and reconciliation.
• Prepares acknowledgment receipts and letters, identifies needs for new or updated templates, and tests and troubleshoots acknowledgment processes as databases and software change.
• Coordinates weekly with the Call Center to ensure Donor Society membership cards are printed and distributed promptly, and communicates changes to Donor Society programs and memberships.
• Determines and applies appropriate donor and prospect coding, including attributes, relationships, and solicitation codes, consistent with established database practices; maintains current information using Trustee listings and updates from across the institution.
• Develops and generates custom dashboards and weekly gift reports to help the Advancement team track progress toward its goals.
• Stays current with industry standards, identifies areas for improvement, and recommends procedures that support current and future fundraising goals and initiatives.
• Answers the Institutional Advancement Team main phone line, responds to constituent questions and concerns, and coordinates follow-up with appropriate team members.
• Supports the Advancement team with guest check-in and other activities at donor events and experiences, some of which occur after business hours or on weekends.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time