Donor Information and Operations Coordinator, Seattle, WA

Mercedes Valdez

Position: Donor Information and Operations Officer

Salary Range: $65,000 - $80,000 annually

Reports to: Director of Development

Status: Full-time, non-exempt

Location: This role is hybrid, with an expectation to reside in the greater Seattle area for work in office at least three days a week and as needed for service to team members. While local residency is preferred, strong candidates located outside the area may be considered for a remote arrangement, provided they can collaborate effectively across time zones.

About Agros International

Founded in 1984, Agros International is a faith-based nonprofit that breaks the cycle of poverty for farming families in rural Central America through economic and social opportunities. Agros creates a pathway from poverty to prosperity by advancing opportunities for land ownership, market-led agriculture, financial empowerment, and health and well-being. Over the past 36 years, Agros has partnered with 45 rural communities in Guatemala, El Salvador, Nicaragua, Honduras, and Mexico, impacting the lives of over 12,000 people.

Position Summary

This role supports the daily operations of Agros’ development team and assists in revenue generation by ensuring timely and accurate processing of donor contributions. This role maintains a detailed and extensive donor database (Blackbaud/NXT), provides prompt and gracious acknowledgment of donations to ensure a positive giving experience for Agros donors, and delivers insightful reports and analyses that guide fundraising strategy and forecasting. Responsibilities also include donor prospect research and serving as a liaison with the finance team to ensure accurate records and proper reconciliation.

Additionally, this role supports Agros’ annual Tierras de Vida gala, coordinating guest registration and gift processing, and contributes to the development team’s donor-centered approach. The ideal candidate is detail-oriented, enjoys database management and data analysis, and appreciates the critical role these elements play in successful nonprofit operations. Because Agros recognizes that Christian faith motivates many of our donors to give, the successful candidate will also value fostering donor relationships within this faith-based context.

This role supports five frontline fundraisers, processes approximately 2,000 annual gifts, and contributes to Agros’ $4M annual fundraising goals, ensuring effective donor data management and operational support.

Key Responsibilities

Database Management, Reporting & Gift Processing

Act as the subject matter expert for all revenue-related data processing and coding and ensure accurate reconciliation of incoming revenue.

Maintain accurate and up-to-date donor records by carefully managing data entry and creating robust systems to ensure data accuracy and integrity.

Process all donations and pledges, including accurate entry and acknowledgment of gift details, credit card transactions, and cash/check deposits.

Maintain accurate records of donor interactions, processing approximately 2,000 annual gifts and ensuring alignment with Agros’ $4M annual fundraising objectives.

Provide expertise on gift acceptance policies to ensure donor intent is fully honored in gift records and deposits.

Support donor stewardship and boost retention by coordinating thank-you calls for development staff and tracking follow-up.

Send timely pledge reminders to encourage payment of outstanding balances.

Work closely with finance to ensure monthly reconciliation of donor and finance records.

Fundraising and Fundraiser Support

Collaborate with the Development Director to establish structured Campaigns, Funds, and Appeals that align with giving goals.

Produce clear, accurate data reports and analyses to inform team, management, and board decisions on development strategy.

Train and support staff on donor database features and best practices as needed.

Identify, launch, and train team members on new fundraising tools, such as NXT dashboards, exports, and workflows, along with essential Microsoft tools.

Create and maintain segmentation strategies for donor communications and manage data for development mailings.

Manage mailing and email list pulls, document communications on donor records, and support development mailings and emails

Build fundraiser metrics and performance tracking systems in partnership with the Development Director.

Provide key support for major gift systems by gathering data to track donor engagement activities.

Train and support fundraising teams on gift-related issues, coding, and receipting; oversee revenue imports, driving improvements in revenue processing accuracy.

Review and generate monthly financial reports for accuracy, providing summaries for the fundraising team.

Build fundraiser metrics and performance tracking systems in partnership with the Development Director.

Event Support

Set up the NXT Event Module and coordinate guest registration for the Tierras de Vida gala and other events.

Provide regular updates to the team on registration status and revenue progress.

Oversee tallying, processing, and acknowledgment of event contributions.

Manage integrations between JustGiving, GreaterGiving, and RE/NXT to ensure data flow and accuracy for fundraising events.

Support non-fundraising events through the NXT Event module – including webinars, celebrations, house parties, and travel groups.

Organizational Commitment

Support Agros' commitment to diversity and inclusivity and be available during peak fundraising periods to meet organizational goals.

Additional Operational Duties

Financial Data Review and Reporting

Monthly Financial Reporting:

Review monthly financial reports to ensure data has been entered accurately, providing necessary summaries for the fundraising team.

Pledge Management:

Maintain an open opportunity report daily, coordinating with fundraisers to record pledges accurately, follow up on overdue payments, and manage write-offs or adjustments as necessary.

Revenue Reconciliation:

Collaborate with the Controller and CFO to ensure that revenue from all receipting platforms is recorded completely and accurately, manage adjustments and refunds, and ensure timely transfers to Agros’ operating bank account. Oversee the creation and mapping of all GL account codes in RE.

Documentation and Compliance:

Ensure supporting documents for donations are saved for audit support, meet month-end financial closing deadlines, and maintain compliance with IRS regulations for charitable gifts.

Training and Support

Fundraising Team Training:

Train and support fundraising teams on gift-related issues, coding, and receipting, and assist with troubleshooting any database or entry-related questions.

Revenue Posting and Compliance:

Ensure staff are appropriately trained in revenue posting procedures to maintain compliance with revenue and receipt policies. Provide departmental procedures, reference guides, and other training materials as needed.

Software and Database Training:

Support staff in using donor database tools (e.g., RE NXT), including actions, opportunities, dashboards, and data entry standards.

Qualifications and Experience

3–5 years of hands-on experience in Raiser's Edge/RE NXT and Microsoft Office Suite (particularly Excel) is required.

5-8 years of relevant experience in nonprofit operations, accounting, or finance will be considered in place of formal education.

Demonstrated experience in database management, donor relations, and gift processing.

Knowledge of IRS regulations on charitable contributions and GAAP is preferred.

Exceptional interpersonal skills, marked by sound judgment, emotional intelligence, and a customer service mindset.

Proven skills in relationship-building at all levels, with the ability to collaborate effectively across teams.

Ability to learn new software quickly and train others in gift processing and database procedures.

Strong communication skills (both verbal and written).

Exceptional time management and multitasking abilities.

Flawless attention to detail, with a commitment to minimizing errors through careful review.

Experience in nonprofit development and event management preferred.

Spanish proficiency is a plus.

Passion for Agros’ mission and alignment with its faith-based values.

Agros International provides:

Competitive salary: $65,000–$80,000 annually.

Comprehensive medical, dental, and vision insurance.

Life insurance and 401(k) with employer matching.

Generous paid time off: 20 vacation days, 12 paid holidays, and 10 sick days annually.

Professional development opportunities.

Free on-site parking and access to public transit.

A supportive hybrid work environment with flexible arrangements.

How to Apply ?

Please send your resume and a cover letter detailing your interest and qualifications to careers@agros.org. Include "Donor Information and Operations Officer" in the subject line. Applications will be accepted until January 30, 2025.

Join Agros in creating lasting change for farming families in Central America! ?✨