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Donor Database & Stewardship Coordinator

Donor Database & Stewardship Coordinator

Gladney Center for AdoptionFort Worth, TX, United States
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SUMMARY :

Under the supervision of the Director of Development, the Donor Database & Stewardship Coordinator oversees Gladney’s donor database, ensuring precise gift processing, strong stewardship practices, data accuracy, and comprehensive reporting. This position plays a key role in strengthening donor engagement, supporting retention efforts, and driving growth in charitable giving.

JOB DUTIES AND ESSENTIAL FUNCTIONS :

  • Accurately process all incoming gifts received by mail, online, in-person, or phone, including cash, checks, credit cards, wire transfers, stock, and in-kind contributions (goods and services).
  • Engage with donors by phone and email to strengthen relationships, update donor information, and ensure records are accurate and complete.
  • Adhere to established deposit procedures and finance policies for all gifts.
  • Partner with Development and Finance teams to confirm appropriate gift restrictions, designations, and coding.
  • Support program teams by creating and maintaining Amazon Wishlists to facilitate in-kind donations.
  • Maintain accurate and comprehensive digital records for all gifts, donor interactions, and communications.
  • Ensure compliance with data privacy and security standards to protect donor information.
  • Conduct routine audits and clean-ups to uphold data integrity and accuracy.
  • Merge duplicate records, update contact information, and create new donor profiles for individuals, families, and organizations.
  • Document database processes and best practices to ensure consistency and efficiency across the team.
  • Train and support colleagues in database management practices to maintain high-quality data standards.
  • Manage donor stewardship activities such as thank-you emails, personalized letters, videos, and tax acknowledgments.
  • Process and acknowledge honor and memorial gifts with accuracy and sensitivity.
  • Collaborate with team members to develop and refine stewardship strategies, including outreach to new donors and follow-up on outstanding stewardship tasks.
  • Maintain stewardship timelines, tracking systems, and processes to ensure timely and meaningful donor engagement.
  • Work closely with Development, Finance, and IT teams to ensure smooth operations and information flow.
  • Perform self-audits and prepare monthly reports to verify accuracy prior to Finance submission.
  • Provide Finance with required documentation to support the monthly close process.
  • Assist with the preparation, review, and editing of data exports for appeals, campaigns, and event mailings.
  • Serve as backup receptionist / switchboard operator during scheduled breaks, lunches, and absences, as needed.
  • Foster collaborative and positive working relationships with colleagues across departments to improve processes, increase efficiency, and support organizational goals.
  • Network and engage with other donor database professionals to share knowledge and stay current on best practices.
  • Perform other duties and special projects assigned to support organizational objectives and enhance operational efficiency.

MINIMUM REQUIREMENTS :

  • High school diploma or equivalent.
  • Two years of experience in database management, gift processing, or donor relations within a nonprofit environment.
  • Strong Microsoft Office skills, especially Excel and Outlook.
  • Familiarity with online giving platforms and processing various gift types (cash, check, credit card, stock, in-kind).
  • Strong customer service focus, demonstrating a friendly, approachable, and responsive manner when interacting with donors and team members.
  • Excellent written and verbal communication skills; ability to interact professionally with donors and team members.
  • Strong attention to detail, accuracy, and ability to manage multiple tasks and deadlines.
  • Understanding of data privacy and security standards and procedures for handling donor information.
  • Strong problem-solving skills and process improvement experience.

    • PREFERRED REQUIREMENTS :

  • Associate’s degree in Business, Nonprofit Management, or related field.
  • Experience managing donor acknowledgements and stewardship workflows.
  • Familiarity with integration of donor data with event management, email marketing, or fundraising platforms.

    • WORKING CONDITIONS :

  • Operate primarily in a climate-controlled office environment with a fast-paced workflow, requiring the ability to shift between tasks, manage frequent interruptions, and meet time-sensitive deadlines efficiently.
  • Standard business hours, with occasional flexibility required to meet deadlines, support events, or cover team absences.
  • Regular, punctual attendance is essential for maintaining efficient service delivery.

    • PHYSICAL DEMANDS :

  • Frequent walking, standing, bending, squatting, reaching, and twisting.
  • Regular use of office equipment and handling of documents as part of daily tasks.
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    Database Coordinator • Fort Worth, TX, United States