Donor Database Coordinator- Operation Smile

Carlisle Arias

Operation Smile has provided hundreds of thousands of safe surgeries for those born with cleft lip, cleft palate, or other facial deformities. With more than three decades of expertise, Operation Smile creates solutions that deliver free surgery to people where it is needed most. As one of the largest medical volunteer-based nonprofits, Operation Smile has mobilized thousands of medical volunteers from a wide range of medical specialties from more than 80 countries. Operation Smile engages public-private partnerships to advance health care delivery, train local medical professionals to provide surgical care for patients in their communities, donate crucial medical equipment and supplies, and increase access to surgical care so that everyone living with cleft is treated.

Trust, collaboration, commitment, invest in the future, and global impact are our cultural guideposts at Operation Smile. They are a part of who we are as an organization. They create a shared understanding of how all our roles are connected and are an invaluable tool that helps guide how we interact with patients, donors, partners, and each other.

Visit www.operationsmile.org , find us on Facebook or follow us on Twitter and Instagram.

All interested applicants should apply online at www.operationsmile.org/content/careers

GENERAL SUMMARY OF DUTIES:

The Coordinator, Donor Database Entry Level is responsible for recording and maintaining accurate constituent and donation information within the fundraising database for Operation Smile, BBCRM. He/She performs a variety of complex duties related to tracking information in our database as well as in the online fundraising platform, Luminate Online. The coordinator supports database users in all fundraising units on their internal processes related to high touch data entry needs. He/She imports data files daily from vendors and works with the vendors on reconciliation issues. The coordinator exports regularly scheduled data files and/or reports as well as handles ad-hoc requests. He/She runs daily, weekly and monthly quality control activities to ensure the integrity of the data. They are responsible for recommending process improvements of their tasks as well as documenting and maintaining the standard operating procedures. The coordinator assists in the development of departmental and individual training materials for all fundraising units that use BBCRM. In addition, they work with finance as needed during our annual financial audit gathering documents on specific transactions requested by auditors.

Essential Functions:

• Responsible for accurate and efficient entry of constituent and gift information in the fundraising database by using check scans and accompanying correspondence.
• Track matching gift programs, determine donor eligibility, fill out matching gift forms, verify gifts online, enter matching gift pledges in the database, and return forms to the company.
• Research and update organization and corporate relationships, main contacts and linked entities.
• Process Donor Advised Fund (DAF) grants, maintain DAF records, and create relationship records with the donor who established the fund.
• Research online charitable giving funds, research high value individual donors or fundraisers.
• Conduct ongoing data clean-up, including identifying and merging duplicate records in BBCRM and Luminate Online.
• Enter offline donations, soft credits, matching gifts funds, and make gift updates to fundraising pages in our on-line donation system, Luminate Online.
• Enter and link all tribute information.
• Use batch and import functionality within BBCRM to import/update constituent information such as donor records, address, phone numbers and name changes as well as gift information, interactions, etc.
• Reconcile daily donation data imported from vendors with logs and proactively research missing or incorrect information from vendor files.
• Research donor discrepancies and commucate with the Donor Relations team.
• Process daily and monthly credit card transactions as well as complete the corresponding decline processes.
• Generate, edit and process gift acknowledgement, tribute, or pledge reminder letters or data files.

• Enter adjustments in BBCRM for gifts that are refunded or returned from the bank as unpaid or require coding changes.
• Record all Gift In Kind entries with accurate coding and ensure donors are properly acknowledged.
• Process data lists and reports for other departments and vendors using the BBCRM export functionality.
• Responsible for all letter updates in the database.
• Assist other members of the Database Team as needed so end of the month or end of the year deadlines are met.
• Collaborate with finance as needed during our annual financial audit gathering documents on specific transactions requested by auditors.
• Assist in coordinating meetings and department activities.
• Proactively develop personal database/software knowledge and skills through regular training, independent study and application of learning.
• Establish and continually revise documentation for all procedures related to this job.
• Consult with Sr. Manager, Data & Analytics when process improvement or efficiency decisions requiring major changes need to be made.

Additional Functions May Include:

• Assist the Development team with constituent entry or updates related to major gift prospects, corporate employee engagements, or other fundraising initiatives.
• Assist Sr. Manager, Data & Analytics with mailing requests, queries, exports and clean-up.
• Assist Sr. Manager, Data & Analytics in training other departments in the use of BBCRM.
• Other duties assigned as identified by Sr. Database Team members, Sr. Manager, Data & Analytics and/or AVP, Data & Analytics.

Characteristics/Skills Required:

• Ability to use rigorous logic and methods to solve difficult problems with effective solutions.
• Capacity to work in a hectic environment confined by strict deadlines.
• Adept in balancing multiple priorities and rearranging tasks based upon importance.
• Ability to work collaboratively in a team environment as well as independently with self-motivation.
• Flexible, able to take direction from immediate supervisor as well as Sr. Manager, Data & Analytics.
• Show discretion and maintain confidentiality working with personal donor records and information.
• Highly motivated, detail-oriented, and well organized.
• Self-directive and capable of working with minimum supervision but knowing when to seek assistance.
• Have excellent oral, written, and interpersonal communication skills.
• Possess a high level of comfort with functional and technical job knowledge and skills.
• Pursue everything with energy, drive and a need to complete tasks in a timely manner.

Qualifications:

• Bachelor's degree in related field
• Experience working in a business/fundraising office, or equivalent combination of experience and education considered
• Advanced computer skills
• Prior database experience required
• Experience with Excel preferred