Gifts Processing and Donor Database Manager at Friends of the Children

📍 Job Overview

Job Title: Gifts Processing and Donor Database Manager
Company: Friends of the Children
Location: United States
Job Type: Hybrid
Category: Non-profit, Fundraising, Database Management
Date Posted: 2025-06-04
Experience Level: 2-5 years of experience

🚀 Role Summary

The Gifts Processing and Donor Database Manager is a critical role within the Development and Expansion Departments at Friends of the Children. This position is responsible for managing the Salesforce donor and grant management database, ensuring accurate gift entry and donor acknowledgments. The ideal candidate will have a strong background in managing CRM databases, preferably Salesforce, with at least one year of experience in configuration and implementation. Strong interpersonal skills, attention to detail, and the ability to manage multiple projects are essential.

💻 Primary Responsibilities

📌 Donor and Grant Database Management

Serve as the primary administrator for the Salesforce donor and grant management database system, maintaining standard operating procedures and providing necessary onboarding and training to staff.
Maintain the overall quality and integrity of the Salesforce database, including troubleshooting problems with the database and identifying resolutions, staying current with updates to the system, and providing recommendations to management.
Maintain highly accurate and current donor data that effectively tracks key information, cultivation activities and histories, and solicitation and reporting calendars.
Collaborate with colleagues on new and enhanced ways to leverage the system's functionality to address user pain-points and achieve goals, including the customization of dashboards and major gifts moves management functions.
Work with the Development Team to establish, maintain, and codify best practices and procedures and to create and maintain systems for tracking, monitoring, and reporting on outbound funds and related deliverables in Salesforce.
Create, generate, and manage various reports (internal and external), including mailing lists, funder and grant lists, and customized, one-off reports as needed.
Respond to requests for mailing lists, donor, and gift data in a timely manner.
Ensure and enforce data integrity and standardization.
Monitor, input, review, and approve data in Salesforce.
Track, define, and manage campaigns: calculate and track all campaigns; work with the CEO and development team leadership to report to the team and National Board of Directors.
Work effectively as a member of multiple project teams.
Review and correct prospect and donor mailing information in lists and the database and provide final scrubbed lists to senior staff for review. This includes collaboration with the marketing team to ensure electronic distribution lists are accurate and up to date.
Work proactively with marketing, development, and expansion team members to review and revise criteria and make recommendations for targeted mailing lists, alignment with best practices, and optimal usage of prospect and donor data.
Provide administrative data entry support to senior leadership team members to record their major donor portfolio interactions into Salesforce in a timely and accurate manner.

📌 Incoming Gift Processing and Acknowledgements

Input daily contribution details into Salesforce in accordance with IRS regulations.
Support the development team to determine donor intent when such intent is unclear or unspecified.
Draft donor acknowledgement letters and receipts for CEO’s signature within 48 hours of gift receipt.
Make acknowledgment phone call with donors within one business day of processing the gift for national, expansion locations and chapters as needed.
Produce donor giving statements as needed and requested by staff and donors.
Enter and update gift and donor records in Salesforce to efficiently provide accurate contribution revenue reporting and donor acknowledgment correspondence.
Conduct monthly financial reconciliation in collaboration with the finance team.

📌 Other Collaboration and Cross Functional Support

Work with the CEO and development team leadership to track and analyze progress towards national fundraising goals and ensure that fundraising goals are met.
Provide support to network chapter leadership through participation in onboardings and ongoing trainings and meetings.
Collaborate with Development leadership to provide support to the Board of Directors to help them meet their personal fundraising goals. This can include creating and linking online personal donation pages, creating lists of prior year donors, and tracking soft credits for board members.
Collaborate on data-informed marketing strategies and development and expansion initiatives.
Answering, directing, and transferring calls for Friends of the Children – National main line, while maintaining professionalism, ensuring a positive experience for all callers.

🎓 Skills & Qualifications

Education:

Associate or bachelor’s degree or 4 years plus of relevant work experience.

Experience:

Experience managing and maintaining a CRM database, Salesforce preferably, including thorough experience in reporting, data entry, segmentation, processes, and campaigns.
Minimum of 1 year’s experience with CRM database configuration and implementation required.
Understanding of fundraising cycles and best practices, donor engagement strategies, and donor stewardship is required.
Ability to define problems, collect data, establish facts, and draw conclusions.
Demonstrated ability to manage multiple projects concurrently under deadline pressure and changing priorities.
Ability to solve problems creatively in order to meet organizational goals and objectives.
Ability to review the work of others to ensure conformance to standards.
Ability to communicate effectively across a broad spectrum of staff, both orally and in writing, is required.
Strong attention to detail and data entry skills.
Strong focus and acumen with data, reporting and analysis.
Enjoy working independently and as part of a team.

Required Skills:

Salesforce
Data Management
Donor Engagement
Fundraising
Reporting
Communication
Customer Service
Problem Solving
Attention to Detail
Collaboration
Organizational Skills
Interpersonal Skills
Data Analysis
Training
Project Management
Time Management

Preferred Skills:

None specified

📊 Web Portfolio & Project Requirements

Portfolio Essentials:

Demonstrated experience with Salesforce or similar CRM database management.
Evidence of strong data management, reporting, and analysis skills.
Examples of successful fundraising campaigns and donor engagement strategies.
Ability to showcase strong interpersonal skills and attention to detail.

Technical Documentation:

Familiarity with IRS regulations regarding gift processing and donor acknowledgments.
Understanding of fundraising cycles, best practices, and donor stewardship.
Ability to create and manage reports, including mailing lists, funder and grant lists, and customized, one-off reports.

💵 Compensation & Benefits

Salary Range: $67k-$77k (Compensation commensurate with experience and geographical location)

Benefits:

Health, Dental, and Vision Insurance
Basic Life Insurance and Accidental Death and Dismemberment
Short Term Disability and Long-Term Disability
Flexible Spending Accounts (FSA)
Employee Assistance Program
Voluntary Benefits
401(k) Savings Plan with company match
Cell Phone and/or Internet Reimbursement
Office Reimbursement
Vacation, Sick Time, and Holidays
Flexible Work Schedule/Remote/Hybrid work
Career Development and Wellness Reimbursement
Employee Perks and Discount Programs

Working Hours: Full-time, 40 hours per week

🎯 Team & Company Context

🏢 Company Culture

Industry: Non-profit, focused on empowering youth through mentorship programs

Company Size: Not specified

Founded: Not specified

Team Structure:

The Gifts Processing and Donor Database Manager reports directly to the Chief Officer of Development & Sustainability.
This role supports and cultivates a “culture of philanthropy” at Friends of the Children, where everyone participates in resource mobilization and outreach efforts.

Development Methodology:

Friends of the Children uses a collaborative approach to fundraising, with cross-functional integration between developers, designers, and stakeholders.
The organization prioritizes data-driven fundraising efforts and continuous improvement in its development processes.

Company Website: Friends of the Children

📝 Enhancement Note: Friends of the Children is dedicated to creating a culture where each and every staff member knows they belong. The organization's benefits package, employee engagement, and work-life harmony demonstrate its commitment to staff well-being and happiness.

📈 Career & Growth Analysis

Web Technology Career Level: Intermediate to Senior, with a focus on database management, fundraising, and donor engagement

Reporting Structure: The Gifts Processing and Donor Database Manager reports directly to the Chief Officer of Development & Sustainability and collaborates with various teams, including development, expansion, and marketing.

Technical Impact: This role has a significant impact on the organization's fundraising efforts, donor engagement, and overall financial health. The Gifts Processing and Donor Database Manager plays a critical role in ensuring accurate and timely gift processing, donor acknowledgments, and data-driven decision-making.

Growth Opportunities:

As the organization grows and expands its impact, there may be opportunities for the Gifts Processing and Donor Database Manager to take on additional responsibilities, such as managing a team or overseeing multiple databases.
The role also presents opportunities for professional development in fundraising, database management, and leadership skills.

📝 Enhancement Note: The Gifts Processing and Donor Database Manager role at Friends of the Children offers a unique opportunity to grow both personally and professionally while making a significant impact on the organization's mission to empower youth through mentorship programs.

🌐 Work Environment

Office Type: Hybrid, with a focus on collaboration and cross-functional teamwork

Office Location(s): The position is based in NE Portland, Oregon, with the option to work remotely until the renovation of the Duncan and Cindy Campbell National Center of Excellence is completed in 2026.

Workspace Context:

The Gifts Processing and Donor Database Manager will work in a collaborative environment, with opportunities for cross-functional interaction with various teams, including development, expansion, and marketing.
The role requires strong interpersonal skills, attention to detail, and the ability to manage multiple projects concurrently.

Work Schedule: Flexible work schedule, with the option to work remotely until the renovation of the Duncan and Cindy Campbell National Center of Excellence is completed in 2026.

📝 Enhancement Note: Friends of the Children values work-life harmony and offers a flexible work schedule to support the well-being and productivity of its employees.

📄 Application & Technical Interview Process

Interview Process:

The interview process for the Gifts Processing and Donor Database Manager role at Friends of the Children is not specified. However, candidates can expect a comprehensive evaluation of their database management, fundraising, and interpersonal skills.

Portfolio Review Tips:

Candidates should highlight their experience with Salesforce or similar CRM database management systems, as well as their strong data management, reporting, and analysis skills.
Examples of successful fundraising campaigns and donor engagement strategies can also be included in the portfolio.

Technical Challenge Preparation:

Candidates should be prepared to demonstrate their ability to manage multiple projects concurrently, solve problems creatively, and communicate effectively with a broad spectrum of staff, both orally and in writing.

ATS Keywords: (Not specified)

📝 Enhancement Note: Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants. Friends of the Children hires and promotes individuals solely based on their qualifications for the job to be filled.

📌 Application Steps

To apply for the Gifts Processing and Donor Database Manager position at Friends of the Children:

Submit your application through the application link provided in the job listing.
Tailor your resume and cover letter to highlight your relevant experience with Salesforce or similar CRM database management systems, as well as your strong data management, reporting, and analysis skills.
Prepare a portfolio that showcases your experience with fundraising campaigns, donor engagement strategies, and strong interpersonal skills.
Research Friends of the Children's mission, values, and culture to ensure a strong fit with the organization.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and web technology industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.

Gifts Processing and Donor Database Manager