Donor Impact & Operations Coordinator -FT

Child & Family Service•Ewa Beach, HI

10h•Onsite

About The Position

The Donor Impact & Operations Coordinator is a key member of the Office of Advancement and supports the operational execution of the organization’s fundraising, donor stewardship, and advancement initiatives. This role is responsible for the effective administration of advancement operations, including gift processing, donor record management, fundraising campaign support, reporting and analytics, stewardship coordination, and advancement systems management. Working collaboratively with advancement staff and other organizational departments, the Donor Impact & Operations Coordinator helps ensure the integrity of donor data, the timely acknowledgement and recognition of gifts, and the effective coordination of fundraising activities and events. The position supports the operational infrastructure that enables donor engagement, data-informed decision-making, and the successful execution of the organization’s fundraising strategies. Responsibilities may evolve as the organization’s fundraising strategies, systems, and operational needs develop.

Requirements

High school, plus additional courses or specialized training at business or community college, or other formal training facility or program.
Ability to understand and carry out assigned duties effectively.
Knowledge needed such as stenography, office routines, elementary accounting procedures; operation of equipment such as bookkeeping and billing machines, office equipment.
Over two years, up to and including four years of experience.
Demonstrated proficiency in Microsoft Office 365 applications, particularly Excel, Word, and Outlook.
Ability to use Excel for data management and reporting, including formulas, tables, pivot tables, and charts.
Ability to interpret fundraising and donor engagement data and assist in preparing reports that support advancement planning and decision-making.
Strong written communication and professional business writing skills.
Excellent attention to detail with the ability to maintain a high degree of accuracy when working with data, financial records, and donor information.
Ability to manage multiple tasks and shift priorities while ensuring assignments are completed accurately and within established timelines.
Ability to analyze information, apply logical reasoning, and use structured problem-solving approaches to identify solutions and improve processes.
Basic quantitative skills, including the ability to work with numbers, percentages, and simple calculations related to reporting and data analysis.
Ability to maintain confidentiality and exercise discretion when handling sensitive donor and organizational information.
Comfortable communicating with internal stakeholders, donors, and external contacts by phone and email using professionalism, discernment, and tact.
Ability to work productively in a collaborative office environment, including open workspace settings.
Ability to learn and adapt to new software systems, fundraising technologies, and organizational tools as operational needs evolve.
This job requires a valid Hawaii driver's license, a clear driver's abstract, and willingness to travel in personal vehicle on an as-needed basis throughout the island.
The employee must possess a valid driver’s license and maintain access to a reliable personal vehicle that is properly registered, licensed, and insured in accordance with applicable laws.
Must be an O‘ahu resident prior to, and maintain residency throughout, employment.
This position is subject to a criminal background investigation and continued employment is contingent on a record clear of convictions.
Regular and predictable attendance during standard organizational operating hours is required.

Nice To Haves

Associates or Bachelor’s Degree preferred
Prior experience in cash handling, report generation utilizing Excel, donor relations, CRM, or similar roles preferred
Familiarity with donor management or customer relationship management (CRM) databases and an understanding of how data supports fundraising and donor stewardship activities preferred
Understanding of the importance of data integrity, data governance practices, and maintaining accurate records to support fundraising operations and reporting
Demonstrated data entry skills, including the ability to type with accuracy and efficiency; familiarity with numeric keypad (10-key) entry preferred
Prior experience handling financial transactions, donations, or cash reconciliation processes preferred

Responsibilities

Administer and support all aspects of gift processing, including the accurate recording, acknowledgement, reconciliation, and reporting of charitable contributions in accordance with organizational policies, financial procedures, and applicable regulations.
Coordinate with internal departments, including Finance, Communications, and other departments to ensure accurate documentation and reconciliation of gifts, pledges, recurring contributions, matching gifts, and other philanthropic transactions, fundraising data, donor communications, and financial reporting.
Ensure the timely preparation and distribution of tax receipts, acknowledgement letters, pledge reminders, and other donor correspondence.
Maintain appropriate records and documentation to support financial reporting, audits, compliance requirements, and internal controls related to fundraising activities.
Support the implementation and improvement of operational systems, procedures, and workflows that enhance the efficiency and effectiveness of advancement operations while maintaining consistent organizational practices related to donor stewardship, fundraising records, and advancement communications.
Maintain confidentiality and responsible stewardship of donor information and sensitive organizational data.
Perform other related duties consistent with the scope and responsibilities of advancement operations as assigned.
Maintain and manage the organization’s donor database (CRM), ensuring the accuracy, integrity, and appropriate use of donor records and fundraising data.
Establish and maintain database management practices and data entry standards, including routine record maintenance, duplicate management, and ongoing data quality monitoring.
Generate and distribute reports, dashboards, and analyses that support fundraising performance tracking, donor engagement strategies, and organizational decision-making.
Maintain donor contact information, communication preferences, recognition records, and stewardship tracking within advancement systems.
Support the management and integration of online donation platforms, digital giving tools, and related data systems.
Support the coordination of advancement-related information across the organization, including donor recognition, reporting needs, and fundraising initiatives.
Provide operational support for fundraising campaigns, appeals, events, donor engagement initiatives, and other Advancemnt initiatives including donor segmentation, list management, and tracking of campaign activity and results.
Assist in coordinating stewardship activities, events, and donor recognition efforts, including donor tracking, acknowledgement processes, recognition listings, fulfillment of donor recognition commitments, registration management, sponsorship documentation, post-event reporting, and organization visibility.
Conduct donor and prospect research to support fundraising strategy and donor development efforts.
Support the tracking of donor engagement, prospect activity, and donor cultivation efforts within advancement systems.
Assist with advancement-related communications, donor outreach, and engagement initiatives as needed.
Contribute to the overall success of the Office of Advancement by supporting departmental initiatives, projects, and operational needs as they arise.
Support the operational integrity of the organization’s advancement systems, including the donor database (CRM), online giving platforms, reporting tools, and related fundraising technologies.
Monitor system functionality, data flow, and system integrations to ensure the accuracy, reliability, and accessibility of fundraising and donor data.
Maintain documentation of advancement processes, operational procedures, data standards, and system practices that support effective fundraising operations.
Identify, evaluate, and recommend new technologies, tools, automation opportunities, and system enhancements that improve fundraising operations, reporting capabilities, and operational efficiency.
Assist with the implementation, configuration, and adoption of advancement technologies and related systems as organizational needs evolve.
Utilize available technology tools, including emerging and artificial intelligence–enabled applications where appropriate, to support data analysis, research, reporting, documentation, and operational workflow efficiency while maintaining compliance with organizational data security and confidentiality standards.
Provide guidance or training to staff on the appropriate use of advancement systems, data management practices, and related operational technologies.
Maintain data governance standards that support the accuracy, security, and responsible use of donor information.
Monitor and improve the quality and completeness of advancement data to support fundraising effectiveness and reporting reliability.
Assist in developing reports, dashboards, and data analyses that enable leadership to evaluate fundraising performance, donor engagement, and campaign outcomes.
Support the identification of giving trends, donor retention metrics, and other indicators that inform advancement strategy and planning.