Donor Database Coordinator:

Second Harvest Food Bank of North Central Ohio, a non-profit organization, grows hope in our region by creating pathways to nutritious food. Second Harvest secures and distributes over 11+ million pounds of food and grocery products annually and works in partnership with 127-member partner charities and 10+ school districts, including food pantries, hot meal programs, emergency shelters, mobile pantries, senior food delivery and after-school programs throughout Crawford, Erie, Huron and Lorain counties.

The Donor Database Coordinator supports Second Harvest’s fundraising work by accurately processing donations, maintaining clean and updated donor records, and preparing essential reports. This role ensures timely gift acknowledgments, assists with donor communications, and helps reconcile financial records. The ideal candidate is organized, detail-oriented, and comfortable working with data systems in a fast-paced nonprofit environment.

Job Responsibilities:

Gift Processing & Acknowledgment

• Process all monetary donations received via mail or digital platforms; ensure accurate entry into the CRM and timely updates to donor records.
• Prepare and submit weekly batch reports for both mailed and digital donations and deliver all checks to the Office Coordinator for processing.
• Ensure mailed monetary gifts are acknowledged within five (5) days of receipt with a written letter.
• Collaborate with the Communications Coordinator each fiscal year (beginning July 1) to update the annual gift acknowledgment letter.

Database & Data Management (CRM/Donor Systems)

• Ensure the database has current and accurate information including competing NCOA address updates, correct soft crediting of donations, merging records on on-going basis and complete purging of records for donors who have not donated in more than seven years, minimally six (6) times per year.
• Manage the flow of digital information into the CRM and ensure correct data mapping from digital platforms including Classy/Go Fund Me Pro.
• Exporting mailing lists as needed for both email and paper mailings as needed.
• Support major gifts program by ensuring by researching donor information, updating records based on External Affairs team submissions and generating reporting as needed.

Financial Reconciliation 

• Partner with Business Services monthly to reconcile donations between the CRM and accounting software; investigate and resolve discrepancies.
• Maintain documentation required for the annual audit and coordinate responses to auditor inquiries.
• Provide donors with information as needed, including preparing and sending annual donor statements each January for the preceding calendar year.

Reporting & Meeting Requirements

• Attend all External Affairs department and All Team meetings.
• Complete required reporting to Feeding America including the annual Network Activity Report (NAR), Quarterly Pulse Report (QPR) and biannual submission of Donor Suppression file.
• Provide the Events and Campaign Coordinator with donor activity for the External Affairs Activity Report by the 6th of the month.

General 

• Assist with events, outreach and other initiatives as part of the External Affairs team.
• Uphold the values and mission of Second Harvest at all times.
• Display courtesy and respect at all times to Second Harvest employees, volunteers, donors, member agencies and the general public.
• Maintain confidentiality in all matters pertaining to Second Harvest.
• All other duties as assigned.

Requirements:

Qualifications

• 1-2 years experience with a CRM / donor database, including reporting and analytics.
• Proficient in Microsoft Office 365 including Word, Excel and Outlook.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work independently under general supervision.
• Highly organized with a strong attention to detail.
• Preferred experience with a fundraising platform such as DonorPerfect, SalesForce, Blackbaud, etc.

Education / Training:

• Associate’s Degree or 2 Years Equivalent Experience in a related field; Bachelor’s degree preferred.
• Certified in CPR/AED & First Aid every two years (will train).
• Civil Rights Training for Food Service (will train)

Physical Requirements and Working Conditions:

• General office environment.

This is a full time, benefits eligible position, Monday – Friday 8:00am – 4:30pm; Exempt Status; Salary Range = $45,000 - $55,000 commensurate with experience.