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Donor Engagement Coordinator

Posted: 08/30/2023

Job Title: Donor Engagement Coordinator

Department: Donor Engagement 

Job Status: Active  

FLSA Status: Non-Exempt   

Reports To: Director of Donor Engagement

Grade/Level: Coordinator

Amount of Travel Required: 5% locally

Job Type: Full time

Positions Supervised: None

Work Schedule: Monday - Friday, 9am - 5pm

Position Summary

The Donor Engagement Coordinator is responsible for the performance and integrity of the organization’s databases, as well as identifying opportunities via analytics. Through CRM Virtuous, this position will maintain all donor data, ensure clean datasets and reporting, and facilitate gift processing. The DE Coordinator will provide project management, logistic support, and administrative support for donor engagement functions such as managing vendor relationships, communication and initiation, planning, executing, monitoring and closing of projects for the Donor Engagement team. Additional job responsibilities include: email scheduling, tracking, and reporting; training on, monitoring, and establishing database best practices (SOP); managing queries and generating reports; maintaining productive and healthy interdepartmental relationships; and assisting with other donor relationship responsibilities such as donor correspondence and event planning and execution. 

Reasonable Accommodations Statement: To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.  


Essential Functions:

  • Support Donor Engagement team with donor correspondence, database clean up, and training.
  • Provide guidance and support to application users.
  • Develop and deliver clear and accurate reporting, tracking, and instructions for reports, dashboards, and data extracts.
  • Expand and document efficiencies in current and future processes in accordance with the PHFS Policies and Procedures Guide for database administration.
  • Produce all mailing lists from CRM for mailings such as invitations, newsletters, and direct mail pieces.
  • Proactively and regularly make recommendations for advanced technology opportunities and increased integration.


  • Consistently clean and maintain data in CRM to ensure accurate communication with donors.
  • Coordinate projects through vendor relationships, project management software, and internal ticket system to be completed in a timely manner.
  • Process incoming gifts daily.
  • Create reactive and proactive queries and reporting in CRM system to accurately review donor information and trends.
  • Update monthly revenue and expense reporting for Donor Engagement Department.

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