We are The Y, an association that values and is made stronger by its diverse people.
Job Description
The Donor Data & Gift Coordinator is responsible for the recording and acknowledgement of donations using Donor Perfect Software (DP) as well as scanning checks and creating deposit information for bank deposits. The position ensures efficiency and timeliness in processing donor information and donations using best practice techniques to maintain optimal data integrity. This position plays a key role in maintaining DP system integrity and a key role in maintaining donor communication and satisfaction through timely donor acknowledgement. This position works closely with the Philanthropy team and provides additional support to the department when needed.
As the Eugene Family YMCA’s philanthropic efforts expand, this position will also support the development of donor portfolios, generate strategic reports to guide fundraising activities, and coordinate with leadership on designated funding tracking. The role will serve as a bridge between finance and philanthropy to ensure accurate, mission-aligned stewardship of donor intent, and may support grants tracking and reporting processes as capacity and organizational needs evolve.
Qualifications
Minimum Qualifications
At least 3.5 years of experience working with donor databases, CRM systems, or data entry in a nonprofit or similar setting.
At least 2 years of formal training beyond high school, such as professional certifications, continuing education courses or relevant trainings.
Proficiency in Microsoft Excel and comfort working with spreadsheets, lists, and basic formulas.
Strong attention to detail and accuracy in data entry and recordkeeping.
Ability to manage multiple priorities, meet deadlines, and maintain confidentiality of donor information.
Preferred Qualifications
2–3 years of experience using Donor Perfect or a similar donor management system, with responsibility for gift entry and reporting.
Experience generating reports and queries to support donor segmentation, portfolio tracking, or campaign performance.
Familiarity with third-party fundraising platforms (e.g., Fundraise Up, Daxko) and reconciling data across systems.
Exposure to grant tracking, financial reporting, or restricted fund management in partnership with development or finance teams.
Work Environment & Physical Demands
While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
The employee frequently is required to sit and reach and must be able to move around the work environment.
The employee must occasionally lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
The noise level in the work environment is usually moderate.
Essential Functions
- Ensure that all checks, cash, credit card and on-line donation transactions are processed in Donor Perfect
- Oversee the accurate entry and timely processing of donation data across Donor Perfect, Fundraise Up, and Daxko systems
- Oversee the production of timely acknowledgements to donors with a target of acknowledgement within 48 hours of receipt of donation
- Update biographical information in donor records with a goal of having complete and accurate records
- Maintain and manage pledge records, including invoicing, documentation, and payment tracking
- Assist and advise in the creation of a Donor Perfect Policies and SOPs for staff use
- Serve as the Donor Perfect system lead, providing support, troubleshooting, and guidance to staff users and maintaining data integrity protocols
- Generate and manage reports for internal and external stakeholders, including queries, donor contact activity, solicitor performance, and portfolio tracking
- As workflow and time allows, perform prospect research by mining database and other information sources to identify potential donors
- Maintain the confidentiality of donor records
- Provide administrative support to Philanthropy Officer
- Complete all required trainings as assigned by supervisor, by scheduled due date
- Collaborate with the VP of Philanthropy to develop and maintain prospect portfolios and tracking systems for major and mid-level gift officers.
- Provide data analysis and donor segmentation to support targeted cultivation, stewardship, and campaign strategies.
- Work with the VP of Finance & Administration and Philanthropy team to help develop systems and protocols for tracking restricted and designated funds across programs and campaigns.
- Assist in maintaining grant records in collaboration with the finance team, including tracking grant reporting deadlines, deliverables, and donor stewardship requirements.
- Identify trends and opportunities within donor data to inform annual giving, recurring donor engagement, and campaign performance.
- Help ensure alignment between gift entry, campaign coding, and financial reconciliation for audit and donor reporting purposes.
- If required to drive while on duty (either your own vehicle or a Y-owned vehicle), must maintain a current, valid Oregon driver’s license, a DMV driving record that meets YMCA standards, and evidence of insurability throughout entire term of employment
- Other duties as assigned
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