Donor Database Administrator

Downtown Women's Center-posted 2 days ago
$26 - $28/Yr
Full-time • Entry Level
Hybrid • Los Angeles, CA
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Donor Database Administrator The Database Administrator recognizes the critical role that accurate, complete, and detailed data plays in effective decision-making. They are motivated by finding innovative ways to leverage technology, and they are committed to expanding their expertise by applying best practices in data entry and management. This position is responsible for managing the Downtown Women’s Center’s donor database to ensure accuracy, process gifts, generate reports, and support overall fundraising efforts. Core responsibilities include maintaining constituent and gift records, ensuring timely and precise data entry, producing donor acknowledgements, and collaborating closely with both the Development and Finance teams. The ideal candidate will understand the fundamentals of nonprofit fundraising and the essential role that reliable data plays in stewarding donor relationships. Reporting to the Manager of Donor Operations, the Database Administrator is an integral member of DWC’s Development team and will handle sensitive donor, grant, and financial information with the utmost care and professionalism.

  • Manage processing of all financial gifts; assist in valuation and recordkeeping of in-kind donations.
  • Enter gifts into CRM database with appropriate coding and donor information, troubleshooting and soliciting team input when needed.
  • Work with development staff to produce an accurate and timely gift acknowledgement and tax receipt process, including: preparing customized donor acknowledgement letters, tribute cards, year-end statements and other correspondence in compliance with IRS standards
  • Batch and report all donations to the finance staff on a timely basis following organization protocols; manage the weekly and monthly reconciliation process to ensure the smooth transfer of data to the finance staff, as well as year-end reconciliation and audit prep as requested.
  • Manage incoming inquiries about donation recordkeeping and acknowledgements; ensure strong and timely ‘customer service.’
  • Monitor giving and payment processing platforms such as Benevity, PayPal, Give Butter, Givergy, and Stripe. Facilitate fund transfers and provide documentation as necessary. Monitor the shared development email inbox for relevant gift information.
  • Maintain data quality and integrity by creating and implementing processes and performing regular database de-duping, validations, and cleanup procedures.
  • Work with development staff to systematize and track research, biographical, and other recordkeeping in addition to financial records.
  • Provide training and technical assistance to database users Create and maintain training and help materials on donor database processes and policies
  • Produce accurate queries, reports, and lists needed by development staff and CEO, including campaigns and mailings, events, moves management, prospect tracking, donor trends, analytics, and other tailored reports on a routine and as needed basis.
  • Help development staff manage dashboards on revenue progress and KPI’s.
  • Maintain accurate records of correspondence and campaigns.
  • Work with the Manager – Donor Operations to administer the monthly donor program, including making changes to recurring donations as requested by donors.
  • Communicate proactively to CDO and development staff about donor feedback, trends, and daily operations.
  • Stay informed and implement new database updates, features, functionality, and best practices in order to guide process improvements.
  • Assist with coordinating the production of mailing lists for campaign appeals and event invitations.
  • Prepare materials for distribution, such as copying, filing, mailing, etc.
  • Other duties as assigned by your supervisor.
  • Minimum 3 years of experience needed; nonprofit fundraising experience preferred.
  • Minimum 2 years of experience working in a database system
  • High School or GED required, a Bachelor’s degree is a plus
  • Proficiency in Microsoft Excel required.
  • Knowledge of donor database systems, preferably Bloomerang.
  • Strong ability to identify user needs, find solutions, and translate technical matters into everyday language
  • Excellent attention to detail
  • Highly organized self-starter with an ability to produce high-volume, high-quality data
  • An ability to take initiative, manage multiple priorities, and set and meet goals and deadlines
  • Strong multitasking and problem-solving skills; ability to maintain composure in a fast-paced environment
  • Compassion and understanding of the Center’s unique approach to service provision
  • Cultural Humility
  • Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings at DWC.
  • Must provide documentation of a negative TB test result within the last twelve months, on first day of hire.
  • Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
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