Database Coordinator

Ronald McDonald House of Fort Worth
November 17, 2022
Fort Worth, Texas
Job Type


Database Coordinator, Development Team 

Reports To: Development Manager 

Direct Reports: None 

WORK HOURS:  40 hours per week 

APPLY FOR THIS JOB: Send your resume, three references and salary expectations to Only qualified applicants will receive a response. Applications without salary expectations will not be considered. 

OVERVIEW: The overall objective is to track, record and acknowledge all monetary donations made to Ronald McDonald House of Fort Worth (RMHFW). The position is responsible for managing the system data to ensure the accuracy and integrity of the database, overseeing data input and output and user training and support. Responsibilities include importing and exporting of data, extracting and analyzing data, report writing, developing and implementing policies to guide data entry, documenting database changes, and making sure that the database effectively captures donorguestvolunteer information and generates accurate financial and analytical reports. 



Database Management   

  • Ensure the database effectively captures all donation information and generates accurate financial and analytical reports 
  • Maintain data accuracy to eliminate duplicate records, inconsistent data, and overall database integrity 
  • Serve as a technical consultant as it relates to the preparation and tracking of data entry, reporting, training, mailing lists, and other database functions 
  • Oversee the maintenance of the Database Policies and Procedures manual, as well as a training manual, to guide and educate users to improve the flow of information, processes for inputting, and overall database efficiency 

Weekly Deposit 

  • Ensure timely, personalized gift processing while adhering to schedule and accountability 
  • Record all checks, cash, and credit card payments in the cash log and database 
  • Prepare weekly deposit for review and approval by CDO and bank deposit by CFO   
  • Ensure the integrity of the financial data entered into the database and weekly deposit log 

Mailing and Donor List Reporting 

  • Prepare accurate and consistent mailing lists and donor reports, and facilitate mailings for all appeals throughout the year 
  • Generate donor, volunteer, or guest reports for internal review and information  
  • Compile required information needed for quarterly TrueSense (direct mail platform) reports to be submitted to TrueSense mailing house 
  • Ensure addresses meet US postal standards and are kept current 
  • Collect donor information from all matching gifts coming into the organization to ensure that all gifts are properly acknowledged, complete any matching gift forms as necessary to ensure matched gift requests are properly processed 
  • Track incoming gifts of stock, QCD, and cryptocurrency through the FreeWill platform and ensure these donations are properly recorded in the database, ensure donors receive proper acknowledgment according to tax law  
  • Track individual donations, ACHs, and pledges made to the organization during RMHFW’s participation in the Birdies for Charity program, reconcile with the program liaison on a biweekly basis.  

Donor Management 

  • First-Time Donors: Conduct initial thank-you phone call, mail specifically tailored acknowledgement letter, and coordinate segmented thank-you lists to ensure donors receive a handwritten thank-you note from a board member. 
  • Mailing Campaign: Help grow the organization’s donor pipeline through managing an annual mailing campaign for both sets of donors with the purpose of cultivating new donors and stewarding recurring donors. 
  • Maintain a donor portfolio as assigned 
  • Assist with donor relations and stewardship activities as needed 


  • Assist CFO with reconciliation between donor database and Quickbooks on a quarterly basis 
  • Potentially assist CFO with any special projects throughout the year 

Special Events 

  • Coordinate with Development and Finance team for the handling of finances at events 
  • Work special events as required 



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. 

  • The employee may be required to lift up to 25 pounds. 
  • The employee will be required to work extensively on computer. 




  • Bachelor’s degree or equivalent work experience 
  • Previous experience with Bloomerang or other donor database software 
  • Analytical thinking skills  
  • Ability to function responsibly and autonomously  
  • Excellent decision-making skills, sound judgment and the ability to exercise authority  
  • Ability to function as a team member  
  • Excellent organizational skills, attention to detail and verbal and written communication skills 
  • Skilled knowledge of Microsoft Office software, including Excel, Word, PowerPoint 
  • Ability to manipulate data in Excel 
  • Ability to Mail Merge through Microsoft Word  


  • Previous experience with Greater Giving or other fundraising event software 
  • Previous non-profit experience 
  • Experience in finance or accounting 

Application Instructions

APPLY FOR THIS JOB: Send your resume, three references and salary expectations to Only qualified applicants will receive a response. Applications without salary expectations will not be considered. 

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