PRIMARY FUNCTION:
The Donor Database & Analytics Manager supports the success of the Resource Development Department at Boys & Girls Clubs of Martin County through oversight of donor database operations, advancement systems management, reporting, stewardship coordination, and departmental operations support.
This position serves as the primary administrator for the organization’s donor database/CRM and plays a critical role in ensuring accurate donor records, efficient gift processing, meaningful reporting and analytics, and coordinated stewardship systems that support fundraising, donor engagement, annual giving, campaigns, and organizational growth.
Database Management:
1. Audit, process, and ensure accurate recording of all contributions, including corporate gifts, individual donations, direct mail, online giving, event revenue, pledges, employer matching gifts, and credit card transactions.
2. Maintain accurate and up-to-date donor records, including contact, biographical, and relationship information.
3. Serve as primary administrator for the organization’s donor database/CRM system.
4. Assist in building and enhancing the structure, design, scalability, and overall performance of the database.
5. Manage data integrity initiatives including returned mail processing, address updates, duplicate record merges, and record inactivation procedures.
6. Add and maintain gift documentation, donor correspondence, and supporting records within centralized donor files.
7. Document and maintain policies and procedures related to gift processing, database management, and advancement operations standards.
8. Act as liaison for monthly reconciliation of gift and accounting records in collaboration with Finance.
9. Proactively review and improve database functionality, coding systems, workflows, and operational processes to increase efficiency and accuracy.
10. Stay informed of software updates, enhancements, and best practices through ongoing training and research.
11. Work collaboratively with Resource Development, Finance, Marketing & Communications, and executive leadership to ensure alignment of donor records,
reporting, and advancement operations.
Advancement Operations & Reporting:
1. Support the operational planning and coordination of advancement initiatives, fundraising campaigns, stewardship efforts, and organizational priorities.
2. Develop and maintain departmental dashboards, tracking tools, reports, and operational systems.
3. Design and execute database queries, exports, and analytical reports.
4. Support donor segmentation and analytical reporting needs for fundraising and stewardship initiatives.
5. Work collaboratively with the resource development team to track and report on solicitation efforts and direct mail initiatives.
6. Maintain and manage the organization’s master and communications calendars, coordinating timelines related to fundraising campaigns, stewardship activities, donor engagement efforts, grant deadlines, communications schedules, sponsorship fulfillment, and event milestones.
Donor Relations Support:
1. Support stewardship systems and donor acknowledgment processes to ensure timely and meaningful donor engagement.
2. Maintain tracking and reporting systems related to donor engagement, sponsorship fulfillment, recognition opportunities, and stewardship activities.
3. Assist with maintaining donor communication records and stewardship tracking systems.
4. Support annual giving, campaign stewardship, and donor engagement initiatives through reporting and operational coordination.
5. Coordinate and maintain donor stewardship systems, tracking, timelines, and reporting processes to support consistent donor engagement and recognition.
6. Assist in developing and managing stewardship plans for annual donors, sponsors, campaign donors, and major gift prospects.
7. Track donor engagement activities and ensure timely follow-up, recognition, and acknowledgment processes.
8. Support the preparation and coordination of impact reports, donor recognition materials, and stewardship communications.
9. Additional duties as assigned.
RELATIONSHIPS:
Internal: Maintains close contact with Finance and Resource Development teams, and additional staff as needed.
External: Maintain contact with external vendors, committee members, donors, and other groups to achieve goals and objectives.
SKILLS/KNOWLEDGE DESIRED:
· Bachelor’s degree from an accredited college or university or equivalent experience.
· A minimum of two (2) years’ work experience in non-profit agency operations, specifically in the fundraising field, capitol campaign department, sales/marketing or equivalent experience.
· Knowledge of accessing and utilizing donor database software.
· Experience with Microsoft Office suite.
· Strong oral and written communications skills.
· Ability to establish and maintain strong effective working relationships with organization staff, board members, and volunteers.
Physical Demands
These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this position. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of this position.
While performing the responsibilities of this position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is often required to stand, walk, reach with arms and hands, climb or balance, lift up to 25 pounds and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.
Work Environment
While performing the responsibilities of this position, these work environment characteristics are representative of the environment this position will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of this position.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles.
This position requires successful completion of a Florida Level 2 Background Screening through the Care Provider Background Screening Clearinghouse. To learn more about the screening process, please visit https://info.flclearinghouse.com/.
Pay: $55,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
Application Question(s):
- This is an in-person position located in Hobe Sound. Hours fall between 8:00 am and 5:00 pm, Monday - Friday. Hours may vary depending on the situation of the day. Occasional nights and weekend work. Does this location and schedule work for you?
- Do you have a minimum of two (2) years’ work experience in non-profit agency operations, specifically in the fundraising field, capitol campaign department, sales/marketing or equivalent experience?
Work Location: In person
