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Title: Donor Engagement and Database Specialist
Reports to: Development Manager
Department: Development

Classification: Non-Exempt/Hourly
Expected Hours: 40 hrs weekly (flexible schedule) 
Pay: Starting at $47,000 Annually

Job Summary:

The Donor Engagement and Database Specialist plays a key role in fostering relationships with our valued donors and ensuring the integrity of our donor database. This role combines strategic relationship building and meticulous data management, all in service of advancing the organization’s philanthropic goals. The Donor Engagement and Database Specialist supports donor engagement events (like the Museum’s annual gala) and helps manage stewardship activities. This position ensures a clean database for efficient record-keeping, insightful reporting, and targeted outreach.

Key Responsibilities:

Management of Database program (Blackbaud Raiser’s Edge)

  • Maintains Data Integrity: Ensures the accuracy and completeness of donor information in Raiser’s Edge through ongoing data entry, validation, and updates. Utilizes data attributes and tools to enhance profile accuracy and usability for building strong donor relationships.
  • Manages Donor Activity: Processes and inputs all donations/ transactions within existing constituent records, including daily cash, recurring gifts, memberships (through third-party membership portal), grants, etc. Create new constituent profiles as needed and manages associated transactions.
  • Generates Reports & Track Performance: Generates reports (weekly, monthly, by campaign) to monitor donor activity, tracks fundraising progress, and informs strategic decision-making and supports fundraising efforts.
  • Supports Financial Reconciliation: Oversees data alignment with the Finance department by reconciling incoming donations, memberships, and grant funding.
  • Data Analysis and Project Support: Performs data analysis to generate insights and supports project initiatives
  • Data Quality and Integrity Record fidelity – updates and edits on an on-going bases to ensure high level of confidence, accurate inclusion of all data to build and strengthen relationships, and using attributes and other data base tools to heighten profile accuracy and usability.
  • Museum’s Annual Gala Management
    • Pre-Event Coordination:
      • Collaborates on the creation and maintenance of the Gala website for online sponsorships, table purchases, and ticket sales.
      • Manages guest and table sponsor information, ensuring accurate data is collected from table hosts/sponsors for a seamless experience.
      • Uploads and manages all auction items and data for online bidding.
      • Collaborates with the Volunteer Manager to secure sufficient volunteer support for the Gala.
    • Reporting:
      • Tracks all Gala proceeds, including table/ticket sales, sponsorships, donations, auctions, and fundraising campaigns. Generates monthly reports for Gala Committee, analyzing data to evaluate success.
      • Transfers event data pre- and post-event from the website to Raiser’s Edge for comprehensive record-keeping.
    • Event Execution:
      • Provides additional support as required for a seamless Gala experience.
  • Donor Engagement
    • Targeted Audience Identification: Identifies constituents for inclusion in mailings, events, programs, and other communications based on specific criteria.
    • Exceptional Customer Service: Provides/delivers excellent customer service to members and donors, building positive relationships and enhancing their experience.
    • Donor Events: Assists in coordinating and executing donor engagement events, both locally and nationally, to cultivate deeper connections
    • Develop Stewardship Materials: As needed, prepares donor mail/packets to foster continued support and strengthen relationships.
  • Database Integrity & Access Control
    • Data Quality Assurance: Conducts quality reviews of the database, identifying and resolving any data accuracy issues.
    • Data Access & Security: Performs data access and user access testing to ensure database security and integrity.
    • Audit Support: Prepares data required for audits, including managing receipts and acknowledgments for special events.
  • Additional Responsibilities
    • Grant Support: As needed, assists with research, assembly, and submission of grant proposals and reports.
    • Other Assigned Duties: Performs other duties assigned

qualifications:

Education & Certificates

  • Bachelor’s degree (B.A.) from a four-year college or university; two years related experience and/or training in non-profit fundraising, development, and Hawaii philanthropic community; or equivalent combination of education and experience.
  • Valid driver’s license, use of personal vehicle, valid motor-vehicle insurance, and satisfactory driving record.

Communication/ Interpersonal Skills:

  • Exceptional oral and written communication skills, including the demonstrated ability to research and analyze information, compose reports, and discuss ideas and solutions to improve processes.
  • Ability to respond effectively to the most sensitive inquiries or complaints. 
  • Ability to communicate clearly and effectively; interact well with donors, volunteers, coworkers, and the general public
  • Works well under deadlines and handling multiple projects
  • Adapts quickly to changing conditions
  • Initiates contact with all levels of the community (local and national) to maintain cordial relations and fosters relationships leading to continued and increasing support of the Museum. 
  • Excellent customer service and follow-up skills, and an outgoing and positive style
  • Familiarity with local donor community and experience working in the nonprofit sector is a plus.

Technical/Math Skills:

  • Proficient in Windows and/or MAC computing environments; donor management software (Blackbaud Raiser’s Edge); Microsoft Office products including Word, Excel, and Power Point. Experience in presentation and publishing software, email and internet search engines, research techniques, and website content support.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

Miscellaneous Abilities:

  • Highly motivated and energetic, ability to show initiative and work independently.

  • Ability to handle multiple tasks, projects, and schedules by priority.
  • Ability to respond appropriately to rush projects while under pressure.
  • Understanding and dedication to the philosophy and principles of service to a non-profit agency.
  • Awareness and working knowledge of state and federal legislation regarding donation programs and grant processes and procedures.
  • Understanding of and respect for persons of military background.
  • Positive public relations attitude and approach when dealing with the public.

Working Conditions:

  • Mostly work indoors in an office setting with periodic outdoor work for events. 
  • Must be able to lift/carry up to 20 pounds.
  • Physical demands include sitting, working on the computer, talking/listening on the telephone and reading detailed paperwork. 
  • Some lifting may be required when setting up trade shows and moving boxes of literature that weigh up to 30 pounds. 

Schedule:

  • 9:00am-5:00pm, Monday-Friday, with occasional work on holidays, weekends and evenings.
  • Flexibility required as projects and assignments may occasionally require more than 40 hours per week.

Dress Code/Appearance:

Required to dress in a business professional manner.

Compensation:

Starting $XX,000 annually, commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Pearl Harbor Aviation Museum, we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. 

Benefits:

  • Free Parking
  • 401k Safe Harbor Plan with Match
  • Medical/Dental Benefits w/low cost employee contribution
  • Employee Assistance Program
  • Vacation and Sick Leave
  • Paid Holidays based on position

To apply

Send letter of Interest, salary expectations, resume and application to [email protected].

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