POSITION SUMMARY:

The Database Coordinator is a full-time member of the Maryville development team, reporting to the Director of Development. The primary functions of this position are the accurate and timely maintenance of constituents’ records, utilizing the Raiser’s Edge database software for gift processing, donor and alumni record updates, query and report preparation, and event management, including the processing of invitation responses, participant entry, guest seating, and attendee reports.

ESSENTIAL FUNCTIONS:

• Perform accurate and timely entry of gift transactions; select correct gift codes including appeals, campaigns, and funds; apply appropriate soft credit to donors; create accurate matching gift pledge and payment transactions.
• Validate batches upon completion of transaction entry to ensure reconciliation with financial deposit.
• Prepare gift batches received from finance; create batch headers to include pertinent gift transaction fields and default entry fields.
• Prepare acknowledgement letters for signature within 3 business days of receiving the donation.
• Create constituent and gift queries on Raiser’s Edge for report preparation.
• Utilize web-based services to research constituents’ address and phone information.
• Update constituents’ records with information provided through personal contact, mailings, or as provided by development staff, e.g., home and business addresses and phone numbers, spouse name, alternate addresses, e-mail addresses, organizational contact information, birth dates, relationships, etc.; follow-up with donors and/or staff on any data discrepancies.
• Create event records on Raiser’s Edge to ensure coordination of participant registration, guest seating, list-generation and donations.
• Review event response cards to determine status of invitee; update event record with attendees; address guest requests for seating preference.
• Research event participants on Raiser’s Edge to eliminate the creation of duplicate records.
• Research constituents’ records on Raiser’s Edge to ensure accurate donor selection.
• Identify duplicate constituent records for merging or deletion.
• Generate event guest lists, seating charts, donor profiles, works closely with events an communicates with staff.
• Handle in-house donor/prospect mailings; prepare materials, generate labels, and process through mail-metering machinery for delivery to post office.
• Handle database coding projects as assigned, including on-going database maintenance issues (data updates, code assignment, etc.).
• Participate in all Maryville Academy events.
• Monitor daily online giving donations.
• Perform other tasks as assigned.

MINIMUM REQUIREMENTS:

Education/Experience:

• Bachelor's Degree from an accredited college or university.
• Minimum of two years' experience in a development office.
• Effective computer skills that include Microsoft Office software; experience with fundraising software and event management preferred.
• Must possess effective communication skills, both written and verbal, and demonstrate organizational, time-management, and decision-making skills.
• Must be able to work independently and demonstrate a spirit of cooperation in a team environment.

Skills /Knowledge:

• Proficiency with database languages such as Raiser’s Edge.
• Excellent written and verbal communication skills.
• Detail-orientated.
• Ability to maintain a professional demeanor.
• Customer service skills.
• Ability to be a team player.
• Ability to multitask.
• Conflict management skills.
• Analytical skills.
• Degree in information systems or related field.
• Experience with database administration.
• Attention to detail.
• Outstanding organizational skills.
• Good interpersonal skills.

Physical Demands:

• Required to frequently sit, stand, bend, stoop and walk, sometimes for extended periods.
• Must have visual, hearing, and learning capabilities sufficient to perform the essential functions defined above.

Environment and Scheduling:

• Work is performed in designated administrative office settings.

HIPAA PRIVACY TRAINING AND SANCTIONS:

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule are required by the Rule to receive training so that they have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities and of the group health plan’s policies and procedures that impact on their job duties. Site specific training on requirements of the HIPAA Privacy Rule and the plan’s health information policies and procedures under the direction of the plan privacy officer may be required for this position based upon site specific requirements. Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.

EMPLOYER RIGHTS:

This description is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Management retains the right to add to or change the duties at any time.