Donor Database & Administrative Specialist

Donor Database & Administrative Specialist Carlsbad, CA Job Details Part-time $19 - $23 an hour 3 days ago Qualifications Record keeping Financial transaction processing Procedural guides Customer service Process improvement Data reporting Research Mid-level Administrative experience Data quality management Content development QuickBooks Data entry ACH Constant Contact Systems & applications support Productivity software AI Donor stewardship Communication skills Donor and alumni database management Editing Full Job Description Reporting to the Vice President of Nonprofit Operations, the Donor Database & Administrative Specialist plays a vital role in supporting the Foundation's fundraising and donor relations efforts. This position is responsible for maintaining the integrity and accuracy of donor, membership, and gift records, ensuring that data is current, complete, and organized across all database platforms. Day-to-day responsibilities include donation processing, donor acknowledgement communications, membership management, and reporting — all of which directly support the Foundation's ability to cultivate and steward its donor community. This is a part-time position offering a flexible schedule of 25-30 hours per week, ideal for a detail-oriented professional who takes pride in accurate, organized work and wants to contribute meaningfully to a mission-driven organization.

Compensation:

$19 - $23 hourly

Responsibilities:

Database Management Manage and maintain donor, gift, event, and membership records in DonorView and Amilia databases. Enter, update, and edit constituent records to ensure accuracy and completeness. Merge duplicate records, update contact information, and maintain appropriate categorization. Create and maintain database templates and forms with COO oversight and approval. Research and implement database best practices; recommend process improvements. Donation Processing & Financial Coordination Enter and code donations received via cash, check, ACH, Square, Venmo, Zelle, and online portals. Process donations from weekly deposits with proper database coding. Export donation data to QuickBooks and prepare deposit cover sheets as needed. Process membership payments, including automatic renewals and related transactions. Donor Communications & Acknowledgement Draft and generate donor acknowledgement letters, donation receipts, in-kind acknowledgements, membership acknowledgements, and grant-related correspondence. Prepare letter content based on templates or verbiage provided by the VP of Nonprofit Operations or designated staff. Manage regular mailings, including weekly membership thank-you letters, expiration notices, and notifications for non-auto-renewing members. Online Giving & Digital Forms Create and maintain online donation forms and related digital giving tools as needed. Reporting & Data Support Generate reports from DonorView and related systems to support fundraising, membership tracking, and operations. Maintain and update email records within Constant Contact to support organizational communications. Provide support and troubleshooting related to DonorView and Amilia functionality as needed. Operational Documentation & Systems Improvement Maintain and update standard operating procedures (SOPs) related to database management and donor administration. Assist with expanding database functionality and evaluating alternative platforms that may better support organizational needs.

Qualifications:

Motivated self-starter with a positive attitude, high personal integrity, and strong business ethics who thrives in a collaborative team environment. Strong interpersonal, verbal, and written communication skills. Ability to multitask and manage competing priorities with attention to detail. Comfortable in a fast-paced environment, willing to wear multiple hats on any given day. People-oriented with a customer-service mindset. Passion for nature and the environment. Proficiency in Microsoft Office Suite; internet savvy; likes to explore AI tools and implement them as useful. Experience with donor databases — DonorView experience a plus. Familiarity with QuickBooks and/or Constant Contact is desirable. An understanding of financial accountability and the ability to handle it accurately. About Company We are a 501c3 non-profit organization that specializes in environmental education. Our Discovery Campus features exhibits, live animal ambassadors, safe outdoor spaces, and a place for the community to come together and "get dirty". Our Niche is providing Hands-on Excellent Environmental Education.

Mission :

To energize our community through education and outreach to preserve the Agua Hedionda Lagoon as a healthy and accessible watershed.

Vision:

To be Stewards of the Watershed as we inspire future generations, so we all have access to a healthy lagoon. A safe space in nature… for all.

Core Values:

Get Stuff Done Committed Capacity for More Situational Awareness Team Player Understand the Value of Reputation