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You are here: The Job Explorer > Job Description > Assistant Donor Database Coordinator

Assistant Donor Database Coordinator Duties and Responsibilities

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Purpose of Classification:

Performs a variety of skilled work specializing in the maintenance of donor records utilizing the Paciolan donor database.

Distinguishing Characteristics:

This is a specialized class and not part of a series.

Examples of Duties:

  • Updates donor accounts to include: pledge information, payments, merging accounts, refunds, upgrades and cancellations of ticket requests, seat changes, address changes.
  • Develops operational strategy relative to tagging accounts in Paciolan system. Creates Paciolan-specific queries and searches. Writes and runs Paciolan reports to include customer requests and other canned reports.
  • Collaborates with Sun Devil Athletic Ticket Office in utilizing the SVCALC to determine accurate seat-related gift values. Updates and maintains SVCALC.
  • Prepares and distributes gift acknowledgement letters daily by creating specific requests from Paciolan, downloading to Excel and creating mail merges.
  • Creates and sends daily reports to ASU Foundation with new donor information. Coordinates gifts with ASU Foundation.
  • Oversees Matching Gift & Gift-in-Kind processes, ensuring forms are signed, Paciolan entries are made accurately, and acknowledgements for all gifts received are mailed weekly.
  • Makes entries into Paciolan of Capital Campaign transactions.
  • Is responsible for transfers, including fund development transfers between the Sun Angel Foundation, the Athletic Ticket Office, and the Athletic Business Office.
  • Performs monthly sweeps of restricted gifts to the ASU Foundation, ensuring with the Athletic Business Office that money is deposited into correct restricted account.
  • Prepares and distributes batch reports weekly of annual fund gifts to the ICA Business Office, Arizona Foundation, Sun Angel Foundation. Reports include checks and cash donations, gifts-in-kind, matching gifts, soft credit, and credit card donations.
  • Maintains Paciolan files for: Memorial gifts entries, sending acknowledgements from Sun Angel Foundation to the donors; Golden, Silver, and Maroon Benefits lists; gift exemption spreadsheet; check return spreadsheets, mailing appropriate letters to include incorrect payee letters; and automatic payment plans.
  • Is responsible for sending reminders to all ICA staff prior to each drive.
  • Maintains all files for audits. Maintains backups for all records.
  • Oversees and performs all billings related to donors who pay monthly through credit cards utilizing Paciolan.
  • Assists with invoicing of SAF and Athletic Ticket Office balances due.
  • May train and lead student workers and volunteers on Paciolan and with customer service as relates to Sun Angel Foundation.
  • May assist with events, mass mailings, and customer service and reception duties as requested.
  • Performs additional duties as requested by Donor Database Coordinator, SAF.

Knowledge, Skills and Abilities:

  • Knowledge of accounting principles and terminology.
  • Knowledge of foundation giving and donor practices.
  • Skill in use of Paciolan and Benefactor databases.
  • Skill in creating reports.
  • Skill in effective written and verbal communications.
  • Ability to manage and prioritize activities and to effectively meet deadlines while working under extreme time constraints.

Minimum Qualifications:

Five (5) years of increasingly responsible office experience which includes two (2) years in a directly related function; OR, an equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.


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