Development and Database Coordinator

JOB SUMMARY

Under the supervision and direction of the Development & Communications Director the Development and Database Coordinator is responsible for managing and maintaining the systems, databases, processes, and administrative operations that support Planned Parenthood of Delaware’s (PPDE) fundraising and development activities.

This position oversees the integrity and accuracy of donor records, manages the donor database and related technology platforms, develops reports and tracking tools, and coordinates data management processes to support fundraising strategy, revenue tracking, and organizational decision-making.

Development and Database Coordinator works collaboratively with the Development & Communications Director and other departments to streamline workflows, maintain accurate records, support fundraising initiatives, and ensure the effective administration of development operations.

Responsibilities include database management, gift processing and reconciliation support, reporting and analytics, records administration, and systems support for annual giving, major gifts, planned giving, grants, sponsorships, special events, and other development initiatives. The position also supports the administration and recordkeeping of the volunteer program and helps maintain efficient, consistent processes across the External Affairs department.

ESSENTIAL FUNCTIONS

1.    Under the direction of the Development and Communications Director coordinates all aspects of Agency donor database, including report generation, design, and analysis. Including but not limited to; report generation, donor segmentation, data analysis, duplicate record resolution, and development of accurate additional fundraising reports.

2.    Reconciles monthly donations in collaboration with Finance Department and under the direction of the Development and Communications Director. Resolving discrepancies identified between donor records and financial reports.

3.    Under the direction of the Development and Communications Director, standardizes data entry to increase format consistency and conducts regular data audits to monitor for errors and duplicate records.

4.    Maintains segmented donor lists; including, entry level, recurring, mid-level donors to support targeted fundraising campaigns, donor retention efforts, and revenue analysis.

5.    Supports the External Affairs Department with the effective use of development databases, fundraising platforms, and additional project technology. Identifies opportunities to improve data management, workflows and departmental efficiency.

6.    Provides administrative and system support for donor acknowledgement, gift documentation, and stewardship processes to ensure timely follow-up, accurate records, and consistent donor communications.

7.    Under the direction of the Development and Communications Director manages aspects of Annual Campaign, including producing donor lists, identifying major donors, enlisting board members for personal solicitation, identifying lapsed & potential donors, and tracking responses.

8.    Supports the Development and Communications Director in donor cultivation activities; including but not limited to: giving history analysis, recommending approaches to specific donors, & donor groups providing prospect research prior to meeting with donors.

9.    Coordinates all aspects of Agency bulk mailing related to the External Affairs department. Including list preparation, data verification, address management, mail merger processes, and collaboration with internal teams and external vendors to ensure timely and accurate distribution.

10.    Under the direction of the Development and Communications Director assist with the volunteer program as applicable including retention, communication, tracking, and workflow.

11.    Support the External Affairs department in community events.

12.    Abide by the mission of Planned Parenthood of Delaware.

13.    Performs other related duties as required.

QUALIFICATIONS

• To be successful, an individual must perform each essential function satisfactorily. Listed below are knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Education and/or Experience
• 1.    Associate’s degree and/or bachelor’s degree in Non-profit Administration/Management, Information Systems, and/or Non-Profit Organization, preferred
• 2.    One-Two years’ experience in database management, data administration, development, operations, or a related field.
• 3.    Proficiency in Microsoft Office, Excel, data analysis and report generation.
• 4.    Experience working with donor databases; DonorPerfect preferred.
• 5.    Proficiency in data integrity, record keeping, reporting, and process improvement preferred
• 6.    Strong verbal and written communication skills.
• 7.    Ability to multi-task, set priorities, and organize large quantities of information and materials.
• 8.    Project management skills preferred.
• 9.    Detail oriented.
• Reasoning Ability
• Must have the ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in various formats required. Ability to multi-task and to work effectively under pressure due to conflicting demands required. Must be flexible, highly organized, creative, and detail-oriented with the ability to set and meet deadlines.
• Language Skills
• Ability to read, analyze and interpret periodicals, professional journals, procedure manuals and technical procedures. Ability to write reports, procedure manuals and correspondence. Requires excellent verbal and written communication skills, listening and interpersonal relationship communication skills. Must be able to communicate clearly and interact comfortably with a diverse group of patients, staff, and volunteers in a non-judgmental, professional, and sensitive manner.
• Mathematical Skills
• Must possess the ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions and decimals.
• Computer Skills
• Excellent keyboarding skills with a high level of accuracy required. Proficiency in internet usage and Microsoft Outlook helpful. Must possess capacity to learn software programs required for specific position along with electronic communications, including email, Intranet, social media and Internet.
• Physical Demands
• All the position functions listed within this position description involve to greater and lesser degree the following physical demands: close vision; hearing/listening; clear speech; walking; lifting and carrying up to 25 pounds; stooping; kneeling; bending; sitting; standing; and use of hands to finger, handle, and feel when using various pieces of equipment. The physical demands are representative of those required to successfully perform the essential functions of this position.
• Work Environment
• 1.    Works in a diverse environment, builds productive relationships, and effectively works independently and collaboratively as part of a team.
• 2.    Performs tasks that may involve exposure to blood, fluids, or tissues as well as cleaning solvents and other chemicals.
• 3.    Works in an environment with usually moderate noise level.
• 4.    Works in an environment where protestors may be present at work and related sites.
• 5.    Works an irregular schedule, which could include some weekends, early mornings and evenings.
• 6.    Works in a cost-effective and flexible manner, multi-tasks, work effectively under pressure due to conflicting demands.
• 7.    Performs Agency duties at various sites, so a valid driver license or otherwise ability to provide own reliable transportation is required.
• This description is not intended to be an exhaustive list of all duties, responsibilities, and requirements associated with this position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed.