Coordinator, Constituent Records

Position Title:

Coordinator, Constituent Records

Department:

PBS Foundation

Corporate Area:

PBS Foundation

Status:

Regular, Full time Exempt

Manager Title:

Sr. Director, Principal Gifts

Position Overview:

The Constituent Records Coordinator is responsible for maintaining the integrity, accuracy, and completeness of constituent and donor data within the organization’s CRM/database. This position supports fundraising, marketing, finance, and program teams by ensuring constituent records are properly managed, gifts are accurately recorded, and data quality standards are maintained.

Key responsibilities will include, but are not limited to:

Database Management

• Create, update, merge, and maintain constituent records in the CRM/database.
• Process constituent changes including addresses, phone numbers, email addresses, and demographic information.
• Identify and resolve duplicate records.
• Conduct routine database audits to ensure data accuracy and integrity.
• Establish and maintain data entry standards and procedures.

Data Quality and Reporting

• Monitor data quality metrics and recommend corrective actions.
• Generate routine reports for fundraising, development, and leadership teams.
• Perform data cleanup projects and ongoing maintenance activities.
• Support donor segmentation and list preparation for campaigns and events.

Constituent Services

• Respond to internal requests for constituent information.
• Process donor record updates received through mail, email, online forms, and events.
• Assist in maintaining communication preferences and consent records.
• Ensure compliance with privacy and data governance requirements.

CRM Support

• Provide user support and training on database procedures.
• Document database processes and standard operating procedures.
• Assist with database imports, exports, and data migration projects.
• Collaborate with fundraising operations and IT teams on system improvements.

Requirements for success:

• Associate’s or Bachelor’s degree in business administration, nonprofit management, information systems, or a related field preferred.

• 2-4 years of experience in database administration, gift processing, fundraising operations, or constituent records management.
• Experience with donor databases such as Blackbaud Raiser’s Edge NXT, Salesforce Nonprofit Cloud, or similar CRM systems preferred.
• Experience working in a nonprofit fundraising environment is desirable.

• Strong attention to detail and commitment to data accuracy.
• Knowledge of constituent relationship management (CRM) systems.
• Understanding of gift processing and fundraising operations.
• Proficiency in Microsoft Excel and data management tools.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and manage sensitive donor information.

The base pay range for this position at the beginning of employment is expected to be between $26.44/hour to $28.84/hour. The actual base pay offered may vary depending on multiple individualized factors, including but not limited to job-related knowledge, skills, and experience. The total compensation package for this position will also include other elements for eligible employees, including: (i) eligibility for discretionary bonuses; (ii) various insurance options, including medical, dental, vision, hearing, life, accidental death and dismemberment, short-term and long-term disability, and business travel accident insurance; (iii) identity protection program; (iv) employee assistance program; (v) financial and retirement savings benefits including the PBS Retirement Plan 403(b); (vi) paid time off (17 days per year), paid sick time benefits (12 days per year), paid parental leave (60 days / 12 weeks ), and paid holidays (12 days per year). Details of these benefit plans will be provided upon request. The application window for this position is expected to close on 10/12/2026.

If hired, the employee will be in an “at-will position,” and the Company reserves the right to modify the base hourly rate/salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

PBS is an Equal Opportunity Employer in accordance with the EEOC and the Commonwealth of Virginia.