• Benedictine Database and Advancement Services Coordinator

  • Summary:  The Database and Advancement Services Coordinator processes all gifts and donations received by the Foundation, is responsible for sending out all thank you letters and gift receipts, and supports the Annual Fund solicitations. The Coordinator maintains the accuracy of the donor database, runs donor and database reports, and provides support for the Foundation office as well as support for donor events.
     Essential Duties and Responsibilities:
     

    • Consistently report to work on time as scheduled, prepared to perform assigned duties and responsibilities during entire scheduled work period/shift.
    • Manage DonorPerfect database, including record creation, timely updates and cross-referencing
    • Serve as primary contact with DonorPerfect, the database provider
    • Process gift entry, acknowledgment letters, and pledge management in DonorPerfect database
    • Complete data entry projects i.e. registration forms, address changes
    • Create reports as needed. Serve as the DonorPerfect expert on reporting capabilities, including donor market segmentation
    • Answer phones, direct calls, distribute mail as needed
    • Coordinate logistics and operations of donor events and projects (such as Spring Benefit, DC/Balt. Area Golf Tournament, Chrome City Ride, Golf Classic, and others)
      • Create materials such as online registration forms, work with the Marketing and Communications Manager to help create event brochures, invitations, name tags, etc.
      • Coordinate administrative details with vendors
      • Coordinate volunteers for each event
      • Perform day-of activities and oversight
      • Assist in tracking of event expenses and budget
      • Process registrations
      • Track donations and process gifts and donor acknowledgements
    • Coordinate Annual Fund administration, including letter drafting, printing and work with mail house vendors, and other annual fund initiatives for donor outreach
    • Draft and send out thank you letters and receipts
    • Coordinate special mailings as needed, maintaining postal account and supplies
    • Maintain master office calendar and Outlook calendar of all mailings and events
    • Order supplies and maintains stock for the Foundation office
    • Maintain expense report receipts and coordinate with accounting
    • Process invoices, submit expense and travel reports, coding as required
    • Provide support for correspondence and draft letters and other documents as needed
    • Assist with arrangements for major gift visits, dinners and receptions: invitations, questionnaires, catering, audiovisual, and follow-up correspondence
    Other Duties:
     
    • Complete miscellaneous filing as needed
      • Oversee tracking and scanning of historical Foundation documents
    • Provide required reports and data for annual audit
    • Coordinate in-kind pick-ups as needed
    • Monitor email from foundation@benschool.org account and email/messages received through social media and forward/respond accordingly
    • Cooperate with Benedictine administration and in-state/out-of-state agencies in any inspection or investigation
    • Successfully complete all annual required training and certification requirements
    • Other duties, as assigned
     
    Qualifications:
     
    • High school diploma or GED required. College Degree highly preferred.
    • Prior experience in fundraising department highly preferred.
      • Working knowledge of office computer programs, including DonorPerfect or similar donor database, Word, Excel, Outlook, PowerPoint, and others required. 
      • Must be highly skilled in maintaining a database, constituent segmentation, and report generation.
      • Must have strong analytical skills.
    • Must have an understanding of philanthropy and nonprofit best practices, and be knowledgeable about resources to use to stay current on best practices.
    • Must have outstanding organizational skills.