Donor Relations and Database Specialist

Rogers Behavioral Health•Oconomowoc, WI

7d•Hybrid

About The Position

The Rogers Behavioral Health Foundation seeks a highly organized, detail-oriented Donor Relations and Data Specialist to support the Foundation’s fundraising operations, donor stewardship processes, prospect research, and administrative functions. This role serves as a key member of the Foundation team, ensuring the accuracy and integrity of donor data, timely processing and acknowledgment of gifts, management of pledges and sponsorships, prospect research and wealth screening, and efficient coordination of Foundation operations. The position also supports patient and program needs through purchasing and logistical coordination for Foundation-funded initiatives. The ideal candidate combines strong database and administrative skills with an interest in philanthropy, donor stewardship, and operational excellence. This is a hybrid position requiring regular in-office presence and participation in Foundation events and activities, including occasional evening or weekend commitments.

Requirements

Associate’s or Bachelor’s degree preferred, along with at least three years of experience in nonprofit operations, fundraising administration, database management, donor relations, or a related field; 3–5 years of relevant experience may be considered in lieu of a degree.
Experience with Salesforce or similar CRM/database platforms strongly preferred.
Experience with gift processing, pledge management, prospect research, and donor stewardship activities preferred.
Strong analytical, organizational, and problem-solving skills.
High degree of accuracy and attention to detail.
Excellent written and verbal communication skills.
Ability to handle confidential donor and organizational information with discretion.
Proficiency in Microsoft Office Suite, particularly Excel and Word.

Responsibilities

Record and process charitable contributions from a variety of sources, including outright gifts, pledges, sponsorships, grants, stock transfers, donor-advised funds, planned gifts, and event revenue.
Manage pledge administration, including tracking commitments, generating invoices, monitoring payment schedules, and supporting collection and reconciliation efforts.
Maintain accurate and complete donor and constituent records within Salesforce and related systems.
Ensure data integrity through ongoing record maintenance, audits, updates, and quality control procedures.
Support gift reconciliation processes in partnership with Foundation and Finance staff.
Coordinate the Foundation’s gift acknowledgment process, including preparation of tax receipts, acknowledgment letters, stewardship communications, and donor recognition activities.
Track stewardship activities and donor recognition commitments.
Respond to donor inquiries related to gifts, pledges, sponsorships, acknowledgments, and third-party fundraising activities.
Support administration of third-party fundraising events and community fundraising initiatives.
Assist in optimizing the Foundation’s use of Salesforce, including workflows, reporting, dashboards, data structure, and process improvements.
Generate reports, mailing lists, donor profiles, prospect summaries, and analytics to support Foundation leadership and fundraising activities.
Collaborate with team members to identify opportunities for improved efficiency, reporting, and data utilization.
Conduct wealth screening, prospect research, and constituent analysis to support donor identification, qualification, and portfolio development.
Prepare prospect profiles, briefing materials, and background research for Foundation leadership, board members, and fundraising staff.
Monitor and update prospect information and philanthropic activity.
Coordinate purchasing and ordering for Foundation-supported patient care and program initiatives, including items for pediatric treatment units, patient support programs, therapeutic activities, and other Foundation-funded projects.
Assist with administrative functions including scheduling, meeting preparation, document management, and project coordination.
Support Foundation leadership with special projects and operational initiatives.
Support Foundation events through registration management, guest tracking, nametag preparation, auction or sponsorship administration, onsite event support, and post-event reconciliation.
Attend select Foundation events, donor gatherings, and community engagement activities as needed.