Development Database Coordinator

Full time position

Reports to: Director of Development

Job summary

The Development Database Coordinator serves as the Tessitura power user, managing the constituent database-which tracks individual donors, foundation donors, corporate donors, volunteers and prospect information. The Development Database Coordinator will be responsible for ensuring the accuracy and integrity of the database-including data input and output, technology management and end-user training and support.  This position also coordinates individual giving campaigns and analysis, assists with individual donor benefit events, annual Gala and coordinates Winery of the Week.  

Summary of essential job functions

Donor management and income processing

  • Manage Tessitura database including campaign and promo set-up, contribution processes, and donor record maintenance
    • Create and evaluates donor lists including new, renewed, upgrades, lapsed
  • Prepare reports on donor trends and income, both monthly and as needed
  • Assist with identification of major gift targets and corresponding cultivation strategies
    • Reconcile Tessitura with Accounting including both income and expenses
    • Generate invoices for Name-a-Seat, corporate pledges, sponsorships, campaigns, and create final reports of results
    • Serve as first point of contact for the organization’s database regarding questions or needs

Individual and corporate/foundation giving

  • Manage all direct mail campaigns including drafting copy, income and expense budgets, package, social media strategy and final reports on results
  • Create campaigns targeting lapsed and non-donor subscribers; monitors and reports on results
    • Manage playbill ads for individual and planned giving
    • Provide monthly reports on individual giving year-to-date, by gift levels and last year-to-date comparisons for monthly board reports
    • Assist with daily ticket requests
    • Track and fulfill corporate sponsor benefits including ads, tickets and recognition
  • Manage Winery of the Week – researches and solicits for wine donations
  • Coordinate research and grant proposals for corporate and private foundations
  • Prepare reports and invoices for SMAC grants
  • Letter of Interest writing and mailings

Special Events/Gala

  • Coordinate gala print needs including save the date, invitation, playbill ads and programs
  • Track and fulfill gala sponsor benefits
  • Manage gala guests lists, check-in and –out, payment processing
  • Assist with day-of-run of event
  • Secure wine donations for Gala


  • Oversee promotional printed materials for the department – reviews, edits, updates
    • Manage the annual calendar with marketing for printing, playbill placements and social media schedule
    • Act as host at Donors’ Lounge and Courtyard for selected performances
  • Other duties as assigned

Job specification of Development Database Coordinator

  • BA or equivalent
  • 1-3 years of progressive work experience in nonprofit database management, preferably Tessitura or other CRM system.
  • Demonstrated knowledge of fundraising principles and nonprofit management
  • High proficiency with database systems, office computer equipment and software
  • Proficiency with writing promotional or sales letters and brochures
  • Preparing and managing budgets
  • Problem-solving skills
  • Ability and willingness to work evenings and weekends as needed
  • Ability to lift up to 70lbs. to a height of 3-4 feet.
  • Strong commitment to equity, diversity, and inclusion.

Please submit resume and cover letter below. The position is open until filled.

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