Position: Donor Services Coordinator
Department: Administration
Pay Rate: $26.80-29.27 Status: Non-exempt
Last Revised: 01.2026

Definition

The Donor Services Coordinator ensures The Children's Cabinet's fundraising systems and data processes run smoothly, accurately, and consistently to support strong donor experiences and reliable reporting that fuels the mission of keeping children safe and families together. This role manages CRM/database integrity and day-to-day gift processing, including acknowledgments and receipting, while producing fundraising reports, dashboards, and analytics for decision-making. The position also supports grants administration by managing the grants calendar, tracking deadlines and requirements, and coordinating submission of workflows in partnership with the Development Engagement & Operations Manager.

This is a full-time position, Monday through Friday, with occasional evenings and weekends required for events and engagement activities.

Supervision

Community volunteers.

Duties

- Maintain the integrity of the organization's CRM/database through data governance practices, documentation standards, and ongoing quality control.

- Serve as a key internal resource for CRM best practices, including data entry standards, coding, record management, and system usage consistency.

- Process gifts accurately and promptly, including entry, coding, batching, and coordination with Finance as needed for reconciliation and recording.

- Prepare and distribute donor acknowledgments and tax receipts in alignment with organizational standards and compliance requirements.

- Ensure appropriate gift documentation is maintained (e.g., donor restrictions, pledge details, tribute information, matching gifts), and route items as needed for follow-up.

- Conduct routine data audits to identify and correct errors, duplicates, and incomplete records; implement improvements to reduce recurring issues.

- Support segmentation and list pulls for appeals, stewardship, events, and outreach; ensure outputs are accurate and aligned with purpose and privacy standards.

- Produce recurring and ad hoc fundraising reports, dashboards, and analytics for leadership and donor-facing staff to track fundraising trends such as donor retention, lapsed donors, upgrade potential, campaign performance, and portfolio movement.

- Maintain reporting definitions and documentation to ensure consistent interpretation of metrics across the team.

- Ensure data accuracy, compliance, confidentiality, and privacy best practices in all CRM and reporting work (including appropriate access and data handling).

- Research prospective donors and funding opportunities to support fundraising and engagement efforts.

- Manage the grants calendar, including deadlines, internal timelines, required inputs, and submission milestones.

- Track grant reporting requirements and compliance timelines, including interim and final reports; communicate upcoming needs to relevant staff.

- Maintain organized grant records and tracking tools, including submission status, requirements, and reporting history.

- Support grant submission workflows in partnership with the Development Operations & Engagement Manager by coordinating materials, deadlines, and routing for review/approval.

- Provide support for grant development as needed, including researching funding opportunities, drafting proposal content, and assisting with submissions.

- Draft and support donor stewardship communications that acknowledge gifts, highlight impact, and reinforce positive donor experiences across fundraising and engagement activities.

- Provide additional support to Donor Relations team activities, as needed, including special events, meetings, etc.

- Other duties as assigned.

Minimum Qualifications Needed:

Skills and Knowledge:

? Strong attention to detail with the ability to maintain high data accuracy, consistency, and quality across systems and reports.

? CRM/database proficiency and comfort learning new systems; understanding of data governance principles, documentation standards, and best practices.

? Proficiency with spreadsheets and reporting tools (Microsoft Excel; pivot tables, formulas, and data validation preferred).

? Strong organizational and time-management skills, with the ability to manage deadlines across multiple, concurrent processes (including fundraising and grants).

? Data literacy skills, including the ability to pull reports, validate outputs, and interpret basic fundraising metrics for internal use.

? Strong written communication skills to support donor acknowledgments, stewardship communications, and grant-related materials.

? Understanding of confidentiality, privacy, and ethical standards related to donor, financial, and organizational information.

?

Ability to:

? Deliver exceptional customer service in a fast-paced and often sensitive environment.

? Communicate in a professional, courteous, and responsive manner with donors, volunteers, stakeholders, and colleagues across the organization.

? Apply a solutions-focused mindset, using sound judgment and problem-solving skills to address issues, improve processes, and support positive donor experiences.

? Exercise discretion and confidentiality when handling sensitive donor, financial, and organizational information.

? Follow and document processes, while identifying opportunities for improved efficiency and consistency.

? Manage multiple priorities and deadlines with strong attention to detail, accuracy, and follow-through.

? Work independently and collaboratively, contributing positively to a team-oriented environment while taking ownership of assigned responsibilities.

? Adapt to changing priorities and respond effectively in a dynamic work environment.

? Work evenings and weekends as needed to support events and engagement activities; some local travel required, including office visits and training.

Special Requirements:

- Bachelor's degree in nonprofit management, business administration, public administration, information systems, or a related field, or equivalent combination of education and experience.

- Three to five years of relevant experience in administrative, donor services, data management, customer service-oriented roles, or related field.

- Be able to pass a background check

- Proficiency in Microsoft Excel or equivalent spreadsheet software, with the ability to manage and analyze data accurately.

- Must have a reliable vehicle to get to and from work, events, and errands.

- Must possess a valid Nevada Driver's license, proof of insurance for utilizing a personal vehicle for company business, and a clean driving record.

- Must be capable of fulfilling all the physical aspects of the job including but not limited to: being able to lift and carry 50 lbs.; able to walk up and down stairs, repetitive keystroking (initiating and responding to e-mails; typing copy, etc.)

Benefits

Eligible to receive Cabinet benefits for full-time staff.

The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, veteran status, color, religion, national origin, age, handicap, familial status, political affiliation or beliefs.

It is the policy of the Children's Cabinet, Inc. that all employees are employed at will of both the employee and the Children's Cabinet.

                             Program Coordinator expectations: Collaboration/Advocacy/Respect/Inclusion/Strengths
1. Planning and Coordination: Program Coordinators are responsible for planning, organizing, and coordinating day to day program operations. This includes developing timelines, setting goals, and ensuring that all activities are executed efficiently.
2. Communication: Effective communication is essential for a Program Coordinator. They need to communicate with team members and participants to ensure everyone is informed about program activities, expectations, and updates.
3. Team Management: Program Coordinators oversee a team of staff and/or volunteers involved in implementing the program. This may involve assigning tasks, providing guidance and support, and ensuring that everyone is working towards the program's objectives.
4. Leadership: Program Coordinators are expected to guide their individual team members to understand their program outcomes, agency policies and procedures, and agency culture.
5. Budget Knowledge: Depending on the program, Program Coordinators may be responsible for providing input on programmatic needs and knowing their budgets and allocating resources appropriately. This could involve monitoring expenses and ensuring that the program operates within its financial constraints in conjunction with their Program Manager.
6. Quality Assurance: Must be able to use program data to identify if programs are meeting objectives and goals as well as review data to identify missing or inconsistent data.
7. Evaluation and Reporting: Program Coordinators assess the effectiveness of the program by collecting and analyzing data, feedback, and other relevant information. They will use this data to improve program implementation. They are responsible for preparing reports for their Program Managers so they may analyze to support continuous improvements.
8. Problem-Solving: Program Coordinators must be able to identify issues or challenges that arise during program implementation and develop solutions to address them promptly and address with their Program Managers. This requires critical thinking, creativity, and the ability to adapt to changing circumstances.
9. Compliance and Documentation: Program Coordinators need to ensure compliance with relevant laws, regulations, and organizational policies. They are also responsible for maintaining accurate documentation and records related to the program's activities and supervisory related documentation.
10. Relationship Building: Building and maintaining positive relationships with team members is crucial for the success of the program. Program Coordinators need to solicit feedback, conduct evaluations, and implement changes based on lessons learned to achieve program goals.
11. Partnerships: Building and maintaining positive relationships with partners and participants is crucial for the success of the program. Program Coordinators need to collaborate with external organizations and community members, and engage in outreach to achieve program goals.
12. Adherence to Mission and Values: Program Coordinators are responsible for ensuring that the program aligns with the organization's mission, values, and strategic objectives. They should work towards fulfilling the organization's overarching goals, in conjunction with their Program Manager, while also meeting the specific needs of the program participants.
Overall, being a Program Coordinator requires a diverse skill set, including strong organizational, communication, leadership, and problem-solving skills, as well as a commitment to the mission and goals of the program and organization.

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