Date of Posting: 10/31/2019
AFP Member?:
Organization: Education Success Foundation
Position: Donor Data And Communications Coordinator
Start Date: Jan 01, 2020
Equal Opportunity Employer: Organization is an Equal Opportunity Employer

Description of Responsibilities: 
SUMMARY: This person is Education Success Foundation's donor database (Raiser's Edge) expert and tracks all revenue for the Development Department, ensures that the database is managed effectively and that donors are acknowledged in a timely, accurate manner. The Donor Data and Communications Coordinator coordinate aspects for fundraising events, printing and mailing, and grants processes, and streamlines communications and scheduling. They are a contributor to the organizations¿ social media accounts and are responsible for administrative and reception duties.

Position Responsibilities:
Data Management - Manage and supervise all gift and data processing in the donor database. This includes:

  • Responsible for all data input and output related to general contributions, advancement events and engagement, updating of donor and prospect information, as well as overseeing the execution and timeliness of tracking, reporting, and gift acknowledgement
  • Provides support to the Director of Development, Development Manager, and other team members by assisting with the report creation, mailing lists, donor recognition letters, and printed and electronic forms while leading, developing, and implementing policies to guide data entry, ensuring that the database effectively captures donor information and generates accurate financial and analytical reports
  • Analyzes and reports data into a user-friendly and concise format for use by the Advancement Director, leadership team, trustees, and committees 
  • Produces all needed (e)mailing lists for communication pieces such as invitations and newsletters to support fundraising and marketing departments
  • Serves as the direct liaison to the Finance department for reconciliations, ensuring gifts and pledges are accurately recorded, tracked and billed
  • Donor and prospect research - stay attuned with news articles, community recognition's, birthdays/deaths, opportunities for connection

Fundraising and Communications -

  • Responsible for coordination of event invitations and RSVPs, arranging catering, event set-up, and supporting follow-up communications
  • Manages grant timelines and reporting deadlines via Raiser's Edge tools and established Grants Workflow
  • Schedules Board Meetings (12 per year), Campaign Committee Meetings, and donor and community meetings for CEO, Director, and Manager 
  • Communicates with Boards of Directors regarding meetings, meeting minutes; coordinates annual conflict of Interest process for all boards; facilitates board assessments
  • Coordinates Education Success Foundation's year-round guest reader program
  • Contributes on Social media accounts for all orgs according to Social Media plan 
  • Coordinates of printing, mailing, and accounts management by working with vendors, pick-up/drop off of materials; keeps accreditations, documentation, critical information current for all organizations within various platforms including: Guidestar, Office of The Attorney General, Department of State, SAM/State Grant Management, internal folders, grants management systems and fundraising platforms
  • Responsible for administrative and reception tasks: answering and directing phone calls to main number, answering door and receiving visitors, updating and maintaining board and employee contact lists and email distribution lists, ordering of office supplies, letterhead, business cards, etc.
  • Nurtures an organizational and board culture of philanthropy and streamline effective communications
  • Other duties as assigned

Organizational Budget:
Development Office Budget: 36,000
Funds Raised Last Year: 3,700,000
Fund Goal This Year: 4,700,000
Organization's Financial Sources: 
     Fee for transportation services provided
     Foundation and Corporate Grants
     Special Events
     United Way
     Government Grants
     Interest Income
     Earned Income (dues, tuition, etc.)

Vacation and Holiday Policy: Yes
Medical, Dental, Health Insurance: Yes
Life Insurance: Yes
Retirement Plan: Yes

 Associate's degree and/or a minimum of two years of successful experience managing a donor / contact database, preferably as an administrator in a non-profit fundraising environment
Experience/Personal Qualifications: 

  • Experience with nonprofit databases and the ability to learn new systems is extremely important (Raisers Edge is IDEAL); experience self-training in database systems preferred
  • Excellent written and verbal communication skills; High attention to detail in written communications
  • Must understand the fundraising process and the fundamentals of donor relations
  • Proficiency in MS Office, in particular Word and Excel
  • Knowledge of online applications and tools including: email, survey, sign-up genius, peer-to-peer fundraising platforms, social media platforms, canva/desktop publishing, video tools
  • Demonstrated ability to work successfully in a team environment
  • Enthusiasm for connecting others to our mission that vulnerable students succeed in school and in life


  • Experience in coordinating and drafting proposals, funding submissions or bid /pitch documents and other documentation associated with fundraising in various forms is a plus
  • Demonstrated experience developing, managing and reporting on fundraising budgets

Specific Requirements of Position: 
     Annual Campaigns
     Special Events Planning
     Computer - Database
     Computer - Spreadsheets
     Computer - Desktop Publishing
     Computer - Word Processing
     Direct Mail
     Donor Research
Certification Preferred: N/A
Special Requirements of Position:
Position Reports to: Director Of Development And Communications
Send Correspondence to: Elizabeth Cade, HR Manager
Organization: Education Success Foundation
Phone Number: 5855632748
Address: 4 Lakeview Park
City: Rochester
State: New York
Zip Code: 14613
Email: [email protected]
Include with Correspondence: 
     Cover Letter