Position Summary

The Crisis Center of Tampa Bay brings help, hope and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems.

The primary responsibility of the Donor Database Administrator is to maintain the donor database, manage donor gift entries and communications. The Donor Database Administrator reports to the Chief Development Officer.

Strategic/Transformational Duties and Responsibilities

Provide exemplary customer service and interaction to both internal and external stakeholders, thus requiring interaction with board members, donors, fundraising leadership, staff, and volunteers.

Transactional/Administrative Duties and Responsibilities

• Manage day-to-day gift processing activities (pledges and donor payments, gift reminders, thank you letters, tax receipts) with accuracy, responsiveness, and efficiency.
• Prepare and export reports and queries from the donor database.
• Efficiently utilize Excel spreadsheets to produce financial, analytical, and statistical reports to support Development activities.
• Ensure all donations are received, processed, and acknowledged within best practice and agency standards.
• Create and maintain documentation and procedures for gift processing and reporting.
• Coordinate the transmittal of funds, pledge cards, gift notices and monthly roll-out to/from the Development office to the Finance office in a timely manner.
• Prepare weekly performance log and monthly service reports.
• Manage and execute annual employee giving program.
• Update and maintain a standard filing system for the Development department, including donor files, in an accurate and timely manner.
• Assist with Development activities, including outside events.
• Manage monthly public tours, including but not limited to guest registration, set up, and internal and external communications.
• Provide private tours to community members and donors. Must be able to speak confidently about the mission and services of the agency.
• Assist Development and Marketing department with ordering marketing materials and stationary requests.

• Knowledge of and comply with the policies and procedures of the Crisis Center.
• Support the operations of the Executive, Development and Marketing Offices which requires confidential handling of sensitive information, correspondence, and files for the Crisis Center of Tampa Bay donors and prospects.
• At all times, be an ambassador for the Crisis Center in the community, as well as with internal staff and volunteers.
• Performs other duties as assigned by supervisor.

Required Competencies

• Cooperation/Teamwork-Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Engaging Communication-Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External)-Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively
• Adaptability-Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast paced environment. Is reliable, dependable and results-oriented. Maintains productivity and composure under pressure. Effectively prioritizes work and establishes clear goals and plans.
• Problem Solving-Views problems as opportunities to create new solutions. Anticipates potential problems and analyzes alternative solutions.
• Judgment-Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Valuing & Fostering Diversity-Demonstrating respect for individual differences and establishing a climate where all people can be comfortable and productive through sensitivity, empathy, and acceptance of cultural, racial, mental health, and socio-economic diversity.
• Self-Management-Taking of responsibility for one’s behavior and well-being; Working effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast paced environment, and needs minimal supervision; Exhibiting a professional demeanor.

Education and Experience

• High school diploma/GED, associate degree or higher preferred.
• Proficient in Microsoft Office Suite and Outlook.
• Experience in CRM software or donor database management preferred.
• One year of development or marketing experience preferred.

Knowledge, Skills and Abilities

• Proficient use of Excel formulas and pivot tables and ability to manipulate data in Excel. Advanced knowledge of Excel preferred.
• Knowledge of the functions and operational priorities of the Development and Marketing Departments.

• Knowledge of and comply with HIPAA regulations.
• Ability to analyze problems and suggest appropriate solutions.
• Ability to multi-tasks and maintain organization in a fast paced, changing environment.
• Skill in operating a personal computer.
• Ability to use independent judgment.
• Ability to plan, prioritize, and organize a diversified workload in a high energy work environment.

Physical Demands/Working Conditions

Physical Requirement: Must have ability to lift and carry up to 15 lbs. Employee must be able to sit, climb or balance, hear, use hands, taste/smell, stoop, kneel, crouch, crawl, stand, walk, talk, and reach with hands and arms. Ability to sit for long periods of time.

Working Conditions: Duties are performed primarily in an office setting. Operates computer and standard office equipment such as telephone and copier/printer. Work is performed mainly indoors.

Travel: Minimal.

Hours: Monday-Friday, 8a-5p. Infrequent evenings and weekends.

This job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give a general sense of the responsibilities and expectations of this position. As the nature of business demands change so, too, may the essential functions of this position.