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Donor Database Specialist

(Full-Time; Non-Exempt)

Job Summary

The San Diego Public Library Foundation’s (SDPLF’s) mission is to strengthen communities by supporting excellence in the San Diego Public Library system through philanthropy, advocacy and outreach. SDPLF is a catalyst for creating stronger communities through investment in the San Diego Public Library system — where access to resources supporting literacy, work readiness and lifelong learning ensure equal opportunities for success. SDPLF raises funds, builds collaborations and honors our patrons and donors. Our team’s office is in the Central Library @ Joan Λ Irwin Jacobs Common, and our work supports the entire system of 36 Libraries across the City of San Diego.

The Donor Database Specialist, reporting to the Director of Advancement, is the primary administrator of SDPLF’s Raiser’s Edge donor database, and is responsible for the overall management, maintenance and integrity of the database and overseeing all gift processing and reporting. They also serve as the department’s main point of contact for all issues and questions regarding the database. The Donor Database Specialist ensures that all gifts are acknowledged in an appropriate and timely manner, a critical step in SDPLF’s stewardship program, and implements the donor renewal process. The Donor Database Specialist supports the Advancement and Marketing/Advocacy Departments in building relationships, providing precise data entry and updates, and running reports. This position provides support for special events and communications to the organization’s many constituents. The ideal candidate will possess keen attention to detail, strong writing and oral communication abilities, eagerness to learn new skills, and flexibility to meet competing deadline goals in a dynamic and fast-paced environment.

Job Responsibilities

Ensure Excellence in Data Integrity:

  • Collect and sort mail for processing three to five times per week
  • Oversee and manage SDPLF donor database (The Raiser’s Edge), ensuring the accurate and timely entry of data, acknowledgments, and maintenance of donor records
  • Manage reports and exports from Raiser’s Edge for the Advancement and Accounting Departments
  • Manage membership renewals for the Library Foundation’s annual donor program
  • Actively participate in the Raiser’s Edge user group and serve as the organization’s liaison to the group
  • Troubleshoot database issues, including through researching best practices
  • Establish and follow schedule of data entry and database maintenance
  • Proactively provide trainings or useful resources for Raiser’s Edge to support the ongoing education of staff in its proper utilization
  • Provide support to end users when errors and issues arise with Raiser’s Edge/OnlineExpress/NetCommunity
  • Reconcile gift revenue with the Accounting department
  • Maintain accurate electronic and hard files of donor records

Support Relationship-Building Priorities:

  • Support Stewardship Manager in coordination and implementation of events
  • Track RSVPs and event revenue, and produce related reports
  • Serve as the lead on event registration
  • Assist coordination with event vendors and volunteers
  • Coordinate mailings related to events and other supporter outreach
  • Assist with setup and cleanup before and after events
  • Answer general office phone calls and emails

Requirements and Qualifications


  • A. level degree or higher required
  • Blackbaud certification preferred

Prior Experience:


  • Required: 2-3 years’ experience with Raiser’s Edge, including: gift entry; gift acknowledgments; running reports, queries, and exports; charging recurring gifts; Events Module; Tribute Module; EFT Module; Prospect Module; Online Express; and NetCommunity
  • Required: 2-3 years’ experience/knowledge of Microsoft Excel, including: sorting, de-duping, formatting, analyzing data, and conducting mail merges
  • Experience troubleshooting database questions by navigating the Blackbaud Community, Facebook Raiser’s Edge Group or RE Tech support
  • 2-3 years’ experience reconciling gift revenue with Accounting
  • Demonstrated experience with proactively documenting and maintaining database policies and procedures
  • Experience coordinating a membership, giving club, or subscription program
  • Experience with annual giving and online giving best practices or trends
  • Interest in continuing education and development as database professional

Relationship Building

  • 2-3 years’ experience tracking RSVP’s for events and leading guest registration using event management software such as GreaterGiving
  • Demonstrated experience in providing excellent customer service by phone or email or in person
  • Experience writing donor communications such as emails, letters, or proposals


  • 2-3 years’ experience in the development/advancement department of a non-profit
  • Familiar with non-profit sector and development practices
  • Highly skilled in Microsoft Outlook, including: scheduling meetings, email merges, maintaining calendar, proactively updating team on projects, and utilizing calendar to manage to-do lists and schedule deadlines
  • Must have reliable transportation to pick up and drop off mail at off-site post office, get to off-site events, and other off-site job responsibilities


  • Quick data entry skills balanced with strong accuracy and an acute attention to detail
  • Demonstrated knowledge and practical application of internet and Microsoft Suite (Word, Excel, PowerPoint)
  • Excellent written, verbal and interpersonal communication skills
  • Strict maintenance of confidentiality regarding donor information
  • Excellent organizational and problem-solving skills, with the ability to manage multiple projects and shifting priorities


  • Keen attention to detail
  • Positive, problem-solving, can-do mindset
  • Self-starter
  • Passion for supporting San Diego’s public library system
  • Excellent writing skills
  • Team player
  • Superior follow through on responsibilities with minimal supervision
  • Excellent ability to organize tasks and prioritize time

To apply, please email your resume and cover letter to with the subject line: Donor Database Specialist- Application. Please include in your cover letter how you found this job posting. The salary range for this position is $22 – $25/hour, DOE. Applicants will be expected to complete a database/excel test during the interview process.