Association Donor Relations Administrator

Job Description

The Association Donor Relations Administrator responsible for managing the donor database, overseeing the donor acknowledgment process, and supporting the Philanthropy team in a variety of tasks related to donor relations and fundraising success. A primary focus of this role is to maintain data accuracy, streamline the management of donations and donor activities, and deliver exceptional customer service to donors, staff, and community partners. The Administrator will also assist with analyzing data to support donor acquisition, retention, and overall fundraising strategy.

Qualifications

1. Bachelor’s degree in a related field, or equivalent work experience
2. Four or more years of experience in fundraising and/or donor relations.
3. Prior experience working with donor databases or CRM systems with strong technical skills ensuring data integrity is preferred
4. Ability to analyze data, create actionable insights, and make recommendations that support donor retention and acquisition.
5. Excellent written and verbal communication skills, with the capability to convey complex information in a clear, professional manner.
6. Ability to manage a high volume of tasks with precision, work independently, and take initiative to continuously improve processes.
7. Personal computer skills, including the use of Google Workspace or Microsoft Office products, required.
8. Demonstrates a high level of integrity and ability to work with confidential information.
9. Completion of trainings and/or certifications, as required by supervisor and/or the YMCA.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the responsibilities of this position, the employee:

• Is regularly required to talk and hear.
• Is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• Is frequently required to stand, sit, use hands to finger, handle or feel, reach with hands and arms, crawl, and must be able to move around the work environment.
• Needs specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• Must occasionally lift and/or move up to 10 pounds.

WORK ENVIRONMENT
While performing the duties of this job, the employee routinely uses standard office equipment such as computers, phones, printers and copiers. The noise level in the work environment is usually moderate. This position usually works in an office, but the mission of the organization may sometimes take them to non-standard workplaces. This position works a standard work week, but additionally will occasionally work evening, weekend, and additional hours accommodate activities such as special events and representing the organization at community events. Travel is primarily local during the business day. Occasionally, out-of-the-area and overnight travel may be expected.

Essential Functions

1. Serve as a central point of contact, offering donor-centric customer service to build and maintain strong relationships with donors, staff, and community partners.
2. Oversee the maintenance and accuracy of the Customer Relationship Management (CRM) system, ensuring that donor records are updated and reflect accurate giving history and engagement.
3. Develop and update standard operating procedures (SOPs) for all philanthropy-related tasks, identifying and addressing any gaps in workflows or processes.
4. Collaborate with the Vice President of Philanthropy to design and implement high-quality, relationship-based strategies for donor cultivation, solicitation, and stewardship.
5. Professionally communicate with internal teams (including branch executives and the finance team) to ensure seamless donation processing and fundraising updates.
6. Manage donor data operations, including gift entry, reporting, mailing lists, and donor recognition.
7. Prepare and distribute regular reports to track fundraising progress, providing insights for key stakeholders.
8. Collaborate with the Marketing Department and others leaders to create, implement, and maintain communication plan for Fund Development
9. Oversee communication regarding donor newsletter, pledges, payments, and invoicing, ensuring timely and accurate processing.
10. Trains, leads, and supports staff on the fund development strategies and processes.
11. Provide administrative support for the development department and the association office along with planning events, coordinate meetings, materials, and training as needed.
12. Develops and implements deliverables for year round donor engagement.
13. Attends department, branch, and association meetings as required
14. Demonstrates and supports the objectives of the organization as embodied in the mission statement and values.
15. Perform additional duties as required.

Cause-Driven Leadership Competencies

• Philanthropy
• Communication & Influence
• Critical Thinking & Decision Making
• Innovation
• Functional Expertise
• Developing Self & Others

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