POSITION SUMMARY: The Donor Database & Administrative Coordinator supports the Heritage Humane Society’s fundraising, donor stewardship, financial-recording, and administrative functions. This position is responsible for accurately processing and acknowledging charitable contributions, maintaining complete donor records, coordinating recurring and specialized gifts, managing several donor-recognition programs, and providing administrative support to the Executive team.

The successful candidate will be highly organized, detail-oriented, comfortable working with financial and confidential information, and committed to providing donors and community partners with timely, thoughtful, and professional service.

KEY RESPONSIBILITIES:

DONOR DATABASE AND GIFT PROCESSING

• Enter and process incoming donations accurately and promptly in the organization’s constituent relationship management database.
• Assign donations to the appropriate funds, campaigns, appeals, and accounting categories in accordance with the organization’s chart of accounts and established procedures.
• Maintain accurate and complete donor records, including contact information, giving history, communication preferences, and relevant donor notes.
• Scan and attach supporting documents to donor records, including obituaries, foundation impact reports, donor correspondence, personal notes, and other relevant materials.
• Process qualified charitable distributions, donor-advised fund gifts, grants, pledges, matching gifts, and other specialized contributions.
• Prepare and issue the appropriate acknowledgment documentation for each type of contribution.
• Enter and acknowledge in-kind donations and provide receipts or documentation consistent with organizational and IRS guidelines.
• Maintain discretion and confidentiality when handling donor, financial, employee, and organizational information.

DONOR ACKNOWLEDGMENT AND STEWARDSHIP

• Produce and mail or email donor acknowledgment letters at least twice weekly using the appropriate letter templates for each donation type.
• Prepare and send tribute notification cards for memorial and honorary gifts and follow up as needed. 
• Send welcome letters to new monthly donors and provide a positive introduction to the organization’s mission and programs.
• Monitor monthly recurring donations to confirm that gifts are processing properly.
• Contact donors promptly and professionally when a recurring payment method is declined or is no longer valid.
• Support donor stewardship efforts by maintaining accurate records of correspondence, recognition, and other meaningful donor touchpoints.
• Coordinate the annual year-end consolidated tax acknowledgment letter process.
• Generate donor and mailing lists from the database for annual appeals, publications, events, stewardship activities, and other organizational needs.

SPONSORSHIPS, EVENTS, AND DONOR RECOGNITION

• Maintain accurate records of sponsorship commitments, payment schedules, invoices, benefits, and outstanding balances.
• Prepare and send sponsorship invoices when requested and provide status updates to appropriate staff members.
• Track incoming raffle, auction, and event prize donations, including donor information, item descriptions, estimated values, acknowledgment status, and event designation.
• Maintain records of animals whose adoption fees have been sponsored by businesses or community members. Notify sponsors when their sponsored pet has been adopted and prepare an invoice when applicable.
• Assist with donor and sponsor recognition by providing accurate names, gift information, and reports to staff members responsible for publications, events, signage, and communications.

HERITAGE HUMANE SOCIETY BRICK PROGRAM

• Oversee the Heritage Humane Society commemorative brick program.
• Receive and review brick order forms and confirm that donor information, inscription language, and payment details are complete.
• Enter brick gifts and related information into the donor database.
• Compile new orders and submit them to the designated brick vendor on a monthly basis.
• Review order details for accuracy and coordinate corrections when necessary.
• Notify donors when their bricks have arrived and have been installed in the tribute garden.
• Coordinate complimentary bricks for donors who meet established recognition criteria.
• Contact family members, or other appropriate representatives to obtain preferred inscription for memorial bricks.
• Maintain accurate records of brick orders, placement, recognition status, and donor correspondence.

FINANCIAL AND ADMINISTRATIVE SUPPORT

• Reconcile daily financial reports and supporting documentation received from the front desk.
• Enter applicable daily transactions into QuickBooks accurately and in a timely manner.
• Research and resolve discrepancies in partnership with the appropriate finance or leadership team member.
• Maintain organized electronic and paper records consistent with the organization’s record-retention practices.
• Prepare mailing lists, reports, spreadsheets, correspondence, and other administrative materials as assigned.
• Provide high-level administrative support to the Executive Director, including assistance with correspondence, donor information, special projects, reports, scheduling related needs, and confidential assignments.
• Assist with organization-wide mailings and other administrative or fundraising projects as needed.

Visit heritagehumane.org/careers for the entire job description.