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  Sample job descriptions and job description tips. Employment

 Database Administrative Assistant

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Reporting to the Director of Development and working closely with the Fund office staff, the incumbent will be responsible for the data entry and updating of all donors, donations, and related information, as well as providing data in report form to staff.

The incumbent will standardize and coordinate the entry of data and mining of information, as well as maintain database integrity primarily in the Raiser's Edge database, which requires a good working knowledge of Excel Microsoft Office.


Reports to: Director of Development
Works with: Fund Office Staff including Public Relations and Governmental Relations staff.


1. Data Gathering and Entry Support:

a. Enter constituent data for all individuals and organizations, including address updates, constituent demographics, and relationship links.
b. Maintain database constituent codes.
c. Enter returned mail address corrections or other such change of address notification.
d. Extract information and export data to other software
e. Maintain donor records and new gift entry.
f. Produce reports and assist with general analysis of data as it relates to fundraising and donor recognition.
g. Assist with confidential research for update of businesses information, including contact persons for "Primary Contact" for businesses.
h. Assist with conducting research on individuals, corporations, and foundations for prospect activity and maintain integrity of data.
i. Assist with tracking all information for Foundation letters of inquiry and proposals.
j. Accurately record and track report dates for required of any funding source.
k. Execute annual database clean-up activity with all program components of the Fund

2. Migration Project

a. We currently use the GiftMaker Pro platform and will soon begin a migration to Raiser's Edge.
b. Incumbent will play a large role in this data migration.

3. Administrative Support:

a. Maintain and produce event invitation mailing lists.
b. Assist in producing letters and envelopes for mass mailings.
c. Assist in producing acknowledgement letters for all donor gifts.
d. Produce in a timely manner reports requested from other Fund Office staff.

4. Additional Duties:

a. Provide related assistance as required for special projects as required.


1. College diploma with experience working in a business/fundraising office, or equivalent combination of experience and education may be considered
2. Strong attention to detail, accuracy, and dependability 3. Ability to manage multiple projects simultaneously while meeting deadlines
4. Ability to handle confidential information appropriately 5. Minimum 2 years experience with Raiser's Edge; prefer some experience with GiftMaker Pro
6. High level of typing accuracy and speed
7. Proficient in Internet research/navigation and Microsoft Office suite
8. Strong interpersonal skills
9. Excellent written and verbal communication skills


Demonstrated initiative and ability to organize with the ability to prioritize a diverse workload in a busy environment. Ability to function as a member of a team to fulfill the team's responsibilities.

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