Development Database Associate

For more than 45 years, Buckelew Programs has been committed to the mission of providing mental health and addiction services that promote recovery, resilience and hope. The agency provides numerous essential community services throughout Marin, Sonoma and Napa counties ranging from supported housing and job training for people with mental illness to outpatient psychotherapy and other support for children, adults and families, as well as residential detoxification services, and a regional suicide prevention program and crisis hotline.

The Development Database Associate has primary responsibility for managing all aspects of Buckelew’s donor database under the direction of the Director of Development. The Associate plays an important role by providing administrative support to the Development Department and in supporting fundraising and marketing activities, including direct mail appeals, and special events. May require flexible hours, including occasional evenings and weekends.

Primary Responsibilities:

Donor Database Management: Under the direction of the Director of Development, sets standards of donor entry for all those who enter data into the database to guarantee consistency and accuracy. Manages required data functions, maintains the integrity of all incoming donations, keeps the database up to date and performs ongoing clean-up and maintenance. Provides support and training to other staff on use and functionality of software. Troubleshoots system errors and problems, identifies possible causes and resolves issues and communicates procedures to rectify the situation. Develops and generates mailing lists, reports and queries. Creates monthly fundraising reports and dashboards. Provides accurate donor information for reports, mailings and events. This is a part-time position, 25 hours per week as agreed upon with the supervisor.

Donation Processing: Process donations and prepare acknowledgement letters and other correspondence via the Donor Database. Sends appropriate documentation to Finance Department to process donations received in accordance with established timeframes. 

Mailing Coordination: Handle all administrative details for the production of mail appeals. Coordinate printing, processing and mailing in cooperation with the Event and Communication Manager and at the direction of the Director of Development.

Secondary Responsibilities:

Event Support: Assist department with annual fundraising event and other events including helping to coordinate volunteers, materials, donations, mailings, guest lists and materials. Provide support as requested at events which may require work on evenings and/or weekends.

General Administrative: Maintains donor and donation files. Occasionally assemble media and donor kits for events and meetings. May conduct preliminary research on prospective corporate, foundation and individual donors as directed.

Qualifications:

Education and Experience: AA degree or equivalent, 4 year degree preferred. May be substituted with relevant experience. A minimum of two years of experience in an administrative capacity, preferably in a development and/or non-profit setting. Experience with donor database management (i.e. Salsa, Blackbaud), report writing tools (i.e. Crystal Reports), data entry, word processing, mail merge and spreadsheets required. Non-profit development experience strongly preferred. 

Skills and Abilities: Self-directed, highly motivated, professional, reliable, with a result and solution oriented perspective and a high attention to detail and follow-up, flexible with strong time-management and organizational skills. Requires excellent written and oral communication and interpersonal skills. Ability to manage confidential information with discretion and tact. Ability to work in a team as well as independently. Proficient with computer applications such as report writing tools, Microsoft Word, Excel, Outlook, and Access with skills at an intermediate level at minimum. Knowledge of Salsa donor software or other database is highly desirable. Must possess a valid California driver’s license with an insurable driving record, and personal automobile for use on the job.

AA/EOE