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Database and Donor Services Manager

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Make a career out of making an impact.

Working at Wellspring Living is not just a job, but a calling. It is an opportunity to turn hard work into heart work. 


Database & Donor Services Manager

Organization Type: Non-Profit, Faith-Based, 100+ Employees 

Position Type: Full-Time; Salaried Exempt 

Department: Development 

Reports to: Development Manager

Hours: 40 hours per week; includes occasional evenings and weekends

Location: Administrative Office, 1040 Boulevard 

Position Summary: The Database & Donor Services Manager is responsible for managing all aspects of gift processing, acknowledgements, and administration of the database, along with providing timely reports. This position also works closely with the Finance team to ensure reconciliation and tracking on budget while maintaining contact with donors in need of assistance related to giving.

Responsibilities (include but are not limited to): 



Database Management 

  • Accurately and efficiently fulfill all tasks related to gift processing, including, but not limited to: receiving gifts across various methods, recording gifts, issuing receipts, and acknowledging gifts 
  • Send development team acknowledgement batches for weekly review. Make edits accordingly to both acknowledgement letters and Salesforce records, as needed. Print and mail to donors in a timely manner
  • Manage all donor and donation records in Salesforce, focusing on integrity and accuracy of data
  • Request and/or research information when data appears duplicated, in error, or incomplete
  • Receive, verify, process, and update donor information regularly
  • Lead training efforts for other staff that utilize Salesforce on a regular basis, beginning with the creation of a Salesforce user manual and continuing to update, as needed
  • Serve as the main point of contact for Salesforce and provide database support when requested
  • Actively seek out creative ways to utilize the platform in a more efficient, productive manner


  • Run donation reports on a weekly, monthly, quarterly, annual basis, and as requested∙ Regularly compile financial data and donor information for various requests from Development Director, Executive Director, Chief Operating Officer, and Finance team.
  • Grants team when foundation decisions are received and assist with reporting
  • Adhere to ECFA guidelines and government regulations for reporting and receipt of donations
  • Assist with special projects and mailings related to database information 



Financial Liaison 

  • Work closely with Finance team on monthly reconciliation of Salesforce and QuickBooks
  • Provide development team with regular updates on how receivables are tracking

Giving Platforms

  • Work closely with Harness Giving contact (online giving platform) and ensure accurate transfer of information from giving platform to Salesforce
  • Actively seek out creative ways to utilize the platform in a more efficient, productive, and organization-wide manner
  • Keep abreast of emerging technologies that can be incorporated into the organization’s annual fundraising initiatives and make recommendations, as deemed appropriate

Donor Services

  • Communicate with and assist donors with various needs related to their giving 

Other Development-Related Activities 

  • Work closely with the Development Team on strategies for donor cultivation based on analysis of activity and trends within donor data
  • Assist with various donor recognition activities
  • Participate in prospect research
  • Lead corporate giving initiatives including employee giving and matching gifts
  • Provide on-site support for various Development events
  • Assist with other Development duties as assigned

Healthy Living 

  • Develop intentional connections with the program participants and staff members
  • Lead by example in modeling the characteristics of a Mission Driven Professional
  • Provide direction and encouragement to participants and staff  
  • Embody the spirit of a lifelong learner 

Professional Qualifications: 

  • Comprehensive knowledge of office procedures and data processing codes and systems
  • High proficiency in Microsoft Office (specifically Excel, Word and mail merge)
  • Proven experience with Salesforce’s nonprofit success pack 
  • Documentation of references (at least two professional and one personal) that attest to the person’s capability of performing the duties of the position and to the person’s suitability of working with or around children and vulnerable populations 
  • Bachelor’s degree required, preferably in a related field 
  • Minimum 2 years of related experience, such as data entry, gift processing, or database management and reporting, preferably with the Salesforce nonprofit success pack  

Position Requirements: 

  • Moderate local travel; must have access to reliable transportation during work hours
  • Must be able to lift objects up to 25 pounds and have the ability to work for long periods at a computer
  • Satisfactory criminal history background check 
  • Clean Motor Vehicle Record 


  • Analysis, evaluation, and objective critical thinking 
  • Relationship management across Wellspring staff, donors, volunteers, participants, vendors, and partners 
  • Communication and collaboration 
  • Initiative for effective administration and organization 
  • Efficiency and time management across multiple priorities 
  • Discretion and confidentiality for sensitive or restricted information 
  • Strength-based tendencies  

Character Qualifications: 


  • Service-driven
  • Relationship focused
  • Sense of ownership and stewardship
  • Problem solver
  • Professional
  • Detailed
  • Team-player
  • Reliable independent contributor
  • Proactive
  • Flexible
  • Innovative
  • Positive attitude
  • Enthusiastic
  • Persistent




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