Database Coordinator

KENNETH YOUNG CENTER (KYC)

DATABASE COORDINATOR

DIVISION: DEVELOPMENT AND COMMUNICATIONS

Job Scope

The Database Coordinator is responsible for the integrity, maintenance, administration, and optimization of Kenneth Young Center's donor and constituent database. The position serves as the primary steward of donor records, gift processing, fundraising data management, reporting, and donor acknowledgement systems.

The Database Coordinator supports annual giving, fundraising events, sponsorships, donor stewardship, and major gift activities by ensuring accurate donor information, timely gift entry and acknowledgement, robust reporting, and effective donor segmentation. The position works closely with the Manager of Annual Giving, Director of Development and Communications, Finance, and other organizational departments to support fundraising operations and data-driven decision-making.

The Database Coordinator plays a critical role in supporting donor engagement and revenue growth by ensuring accurate constituent records, efficient fundraising systems, and actionable donor insights.

Database Management & Gift Processing (50%)

• Donor Database Administration
• Maintain the organization's donor CRM (Raiser’s Edge) and constituent records.
• Ensure accuracy, consistency, and integrity of donor data.
• Develop and maintain database procedures and standards.
• Conduct regular audits and data clean-up activities.
• Manage duplicate records and constituent data updates.
• Gift Processing
• Process and record donations accurately and timely.
• Reconcile donation records with Finance.
• Generate gift receipts and acknowledgements.
• Track pledges, recurring gifts, matching gifts, and sponsorship payments.
  
  

Reporting & Analytics (25%)

• Fundraising Reporting
• Create and maintain fundraising dashboards and reports.
• Generate donor lists and segmentation reports.
• Produce event, campaign, stewardship, and donor retention reports.
• Monitor fundraising KPIs and trends.
• Data Analysis
• Support donor acquisition, retention, and upgrade strategies.
• Identify donor pipeline opportunities.
• Assist with prospect research and donor capacity screening.
  
  

Fundraising Operations Support (20%)

• Campaign & Event Support
• Manage donor lists for annual appeals.
• Support event registration and participant tracking.
• Assist with sponsorship tracking and reporting.
• Coordinate mailing lists and campaign segmentation.
• Stewardship Support
• Coordinate acknowledgement processes.
• Track stewardship activities.
• Monitor donor touchpoints and engagement records.
  
  

Administrative Support (5%)

• Assist with departmental administrative tasks.
• Maintain electronic fundraising files and records.
• Support board and committee reporting needs as assigned.
  
  

Performance Expectations

• Data Integrity
• Gift Processing & Compliance
• Reporting & Analytics
• Fundraising Operations Support
  
  

Work Environment

• While performing the duties of this job, the employee regularly works in an office setting.
• Travel between offices, meeting outside of Illinois and to other locations in the community will happen on a regular basis
• At times it will be necessary to attend meetings and events in the evening and on weekends
  
  

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and to reach with hands and arms. The employee is frequently required to stand, talk and hear.
  
  

Minimum Position Requirements

• Associate’s degree required; bachelor’s degree preferred in business administration, nonprofit management, communications, information systems, data analytics, accounting, or a related field.
• Minimum of 2 years of experience in CRM/database administration, donor database management, fundraising operations, admin support, data management, accounting support, or a related field.
• Ability to import/export data, list management, create reports, analyze data, and manage large datasets.
• Experience working in a nonprofit, healthcare, behavioral health, social service, educational, or community-based organization preferred.
  
  

Chain of Authority

• Reports to the Director of Development and Communications
  
  

Schedule

• Full-time, Salary, Exempt, 37.5 hours per week.
• May require work beyond traditional working hours and schedules (travel, evening and weekend events and/or meetings).
• Accurately record hours worked in the electronic timekeeping system (daily when possible) in accordance with the timekeeping policy and practice.
  
  

Kenneth Young Center is an Equal Opportunity Employer