Database & Gift Entry Assistant

Reporting to the Director of Philanthropy, the Database & Gift Entry Assistant supports the cultivation and stewardship of donors by effectively managing and analyzing donor data. This person is the donor database "power user" and in-house expert with a special emphasis on extracting information, maintaining constituent records, and maximizing use of data to increase donor giving and enhance stewardship. This position will also play a role in assisting with fundraising events and coordinating tasks performed by office volunteers. EDUCATION AND QUALIFICATIONS: Bachelor's Degree required. Minimum 2 years of fundraising experience or data entry experience, 5 years preferred. Previous experience in Raiser's Edge with demonstrated proficiency is preferred. ESSENTIAL JOB RESPONSIBILITIES: Ensure that all mail, checks, and cash are processed in dual custody by at least two unrelated persons. Oversee the accurate entry and timely processing of donation data into the donor CRM database in a timely manner. Generate and disseminate personalized thank you letters, tribute acknowledgements, and gift receipts with a target of acknowledgement within two business days of receipt of donation. Maintain security of donations in all forms (cash, check, credit card, etc.). Manage and track in-kind donation requests, both internal and external. Maintain and update all donor contact information in the donor CRM database. Import patient and patient survivor records the electronic health records (EHR) system into the donor CRM database and link relationships accordingly. Maintain the utmost confidentiality of donor records. Collaborate with Finance Department to ensure accounting of gifts are recorded in an accurate manner. Coordinate schedule of and direct tasks performed by office volunteers. Assist with distribution of quarterly Hearts for Hospice donor newsletter to first-time donors. Coordinate the implementation of donation appeal mailings on a cyclical basis with a third-party printing services company. Prepare materials for the Hearts for Hospice donor publication and provide them to the Public Relations team on a monthly basis, including list of recent donors and testimonials from survivors. Conduct research on assigned donors and compile donor profiles, as directed. Ensure accurate data entry of all personal communication with donors, such as call reports, special mailings, phone requests, etc. Maintain proper paper files for record keeping. Coordinate off-site storage of donor records archives, as needed. Perform other tasks as assigned. SKILLS AND COMPETENCIES: Excellent organizational skills with strong attention to detail. Strong analytical and problem-solving skills Ability to thrive in a fast-paced, cyclical environment while managing multiple priorities within strict deadlines. Excellent verbal and written communication skills. Strong mathematical and computational skills and the ability to audit or proof one's own work to ensure accurate calculations. Proficiency working with MS Office software applications, including Excel and Word. Ability to analyze large sets of data and produce reports. Ability to work independently, exercise discretion, diplomacy and use good judgment in performing all responsibilities. Strong oral and written communication skills with a strong customer service orientation, and the ability to articulately respond to donor calls and inquiries. Ability to maintain confidentiality of donor information and data. Demonstrated ability and desire to learn, apply and retain complex and detailed processes and procedures. EEO Statement: Gulfside Healthcare Services, Inc. is committed to Equal Employment Opportunity ("EEO") and complies with all federal, state, and local laws that prohibit workplace discrimination and unlawful retaliation. NOTE: All Gulfside Healthcare Services positions (except some Thrift Shoppe Positions) require an AHCA Level 2 Fingerprint screening for eligibility through the AHCA Florida Care Provider Background Screening Clearinghouse. Please refer to this link for more information on this: Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Created: 2026-03-10