Top Bar Menu

Job Opening



JOB TITLE:       Gift and Database Management Specialist

                                0.2 FTE – Part-time

Lake Area Free Clinic mission:  to provide comprehensive high quality healthcare to those in need.


  • The Gift and Database Management Specialist is responsible for overseeing and the management of all Donor Databases and Volunteer Management systems.  This includes administrating the recording of incoming monies and receipt preparation of donations, memorials, grants and pledges.
  • Overseeing and management of all processing for Fundraising Events in particular the Annual Gala
  • This position is responsible for training new and existing volunteer team members in using the donor database and developing database policy and procedures documentation.  This position also produces pertinent mailings and reports from the donor databases and ensures accurate data is maintained in the databases.


The following are essential job accountabilities:

Gift Processing

  • Leads and oversees gift entry process with timely and accurate entry of all charitable contributions into donor databases, ensuring internal processes are followed and donor intent is properly identified and reflected. Administers gift credit in compliance with IRS regulations. Analyzes gifts for applying accurate funds, appeals, pledges, proposals, etc. where applicable.
  • Plans, coordinates, and prioritizes the workflow of gifts to be processed, including donor record maintenance, gift entry and processing, and printing and preparation of gift acknowledgements.
  • Works in conjunction with Director of Fund Development to collect and process donor event registrations from a variety of sources, including emails, online, and mail.
  • Responds promptly and courteously to donor inquiries.
  • Updates and adds new constituent records to the database as needed, analyzes information and populates all appropriate data fields where information is available.

Gift Data Maintenance and Administration

  • Performs weekly reconciliation of gifts with all appropriate and pertinent sources.
  • Rectifies any discrepancies of gift data on an on-going basis and as part of the reconciliation process.
  • Produces regular and ad-hoc gift reports.
  • Manages regularly-scheduled generation of pledge reminders.
  • Evaluates opportunities for improvements in processes and implements agreed-upon changes in processing immediately, keeping written details on all changes.
  • Works in conjunction with Director of Fund Development Specialist to ensure acknowledgment letters are refreshed, sets up new acknowledgment letter codes to allow for timely and accurately acknowledging donors.
  • Organizes, coordinates, and maintains the storage and integrity of hard files and electronic documents.


  • Primary responsibility for training of new database team employees and volunteers.
  • Performs on-going training for new and existining staff in the use of the development database.
  • Develops and maintains the development database Policies and Procedures and ensure that development staff understand and use appropriately.

Database Administration

  • Routinely reviews and updates contact information, including mailing address, phone numbers, email addresses, and communication preferences.
  • Ensures data integrity and conduct periodic audits.
  • Administrative
  • Provide administrative assistance to Director of Fund Development and Executive Director as needed


Minimum Education:

  • Bachelor’s Degree preferred (or equivalent combination of skills and experience)


  • Embrace LAFC mission and culture
  • Excellent customer service skills
  • Strong written communication skills
  • Demonstrates ability to be a supportive and encouraging team player
  • Ability to resolve questions around gifts, donor intent, and accounting issues
  • Extensive Microsoft computer skills, including prior data entry
  • Commitment to accuracy and organization
  • Strong attention to detail required                                                      

Preferred Experience:

  • Working knowledge of various types of gifts and donor databases
  • Experience in non-profit gift management

Other Requirements:

  • Frequently required to handle paperwork
  • Frequently required to communicate in-person and over the phone with others
  • Frequently required to work at computer and ability to work with keyboard, mouse, printer, and scanner functions
  • Ability to write routine reports and correspondence
  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
  • Ability to define problems, collect data, establish facts, and draw valid conclusions
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
  • Ability to confidentially handle various information


  • Critical thinking
  • Ability to review both broad and detailed information coming to relevant conclusions
  • Ability to conceptualize
  • Ability to analyze
  • Ability to identify both short and long term goals
  • Ability to utilize communication tools, such as, but not limited to: computer, telephone, voice mail and fax


  • Ability to write and speak effectively
  • Understanding of English language written and spoken
  • Ability to hear with or without accommodation
  • Ability to use fingers for dexterity functions
  • Ability to work at a computer for extended time periods
  • Ability to walk, use stairs or elevators

REPORTS TO:  Executive Director

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of all responsibilities and skills required for the position.