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Peggy Koch
Grants & Donor Database Administrator
Posted: 02/22/2025
2025-02-22
2025-04-11
Job Number: 29666175
Job Description
Grants & Donor Database Administrator, Amherst NY (fully on-site)
The Grants & Donor Database Administrator is responsible for overseeing the entire process of managing grants requested by the organization's donors, from intake through to post-completion reporting. This position ensures that all donor-requested grants are administered efficiently, compliantly, and with transparency, while also overseeing the donor database and donation portals. The role is critical to supporting the mission by ensuring that donors' intentions are met through careful management of the grants process.
Grants Administration:
Oversee the full lifecycle of grants requested by donors, including intake, review, disbursement, and post-completion monitoring.
Work closely with donors to ensure their grant requests are accurately processed and aligned with their philanthropic goals.
Ensure compliance with all relevant regulations, policies, and donor specifications regarding the distribution and use of grant funds.
Validate charity eligibility status
Confirm asset availability and process distributions in Community Suite
Prepare, mail correspondences with payment to grant/distribution recipients and donors in a timely fashion
Generate reports, exports, and perform analysis for donor inquiries
Automate processes for the issuance of grant distributions and fund statements
Donor Services & Database Administration:
Administer and maintain the donor database system (Foundant CommunitySuite), ensuring that both donor and grant data are accurate and up to date.
Prepare and mail quarterly fund reports
Manage the donor portal and donation portals, ensuring smooth transactions and providing exceptional service to donors in relation to their requested grants.
Coordinate with the finance team to ensure accurate processing of financial transactions related to donor-requested grants.
Track donor interactions and contributions, generating reports on donations and grant disbursements.
Ensure seamless integration of grants management tools with donor database systems to facilitate efficient data entry, tracking, and reporting.
Identify and implement improvements to grant administration processes, ensuring efficiency and transparency in processing donor-requested grants.
Provide technical support for database-related tasks, such as tracking grants and donor records, and recommend system enhancements to improve functionality.
QUALIFICATIONS
Education and Experience:
Bachelor's degree in Business Administration, Accounting, Public Administration, or a related field.
Commitment to maintain confidentiality and a high degree of accuracy in constituent records
Strong communication (verbally and in writing) and proficient computer skills including MS Word and Excel
Strong people skills with a good attitude, adaptable, commitment to mission, a flexible perspective
Knowledge, Skills & Abilities:
Familiarity with double-entry bookkeeping and accounts payable/receivable;experience in not-for-profit financial accounting and fund accounting is a plus.
Technologically proficient, quickly adaptable to new software.
Dedicated, attention to detail, strong communication skills and a drive to learn and grow in your career.
Agency Expectations:
Must be able to work autonomously and within a team.
Teamwork Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect. Uses diplomacy and tack when interacting with others;works collaboratively with colleagues and shareholders to achieve agency and departmental goals.
The salary for this role is $55, 000 - 65, 000 per year. This range represents the low and high end of the compensation range for this position. Actual compensation offered will vary based on various details.
The Grants & Donor Database Administrator is responsible for overseeing the entire process of managing grants requested by the organization's donors, from intake through to post-completion reporting. This position ensures that all donor-requested grants are administered efficiently, compliantly, and with transparency, while also overseeing the donor database and donation portals. The role is critical to supporting the mission by ensuring that donors' intentions are met through careful management of the grants process.
Grants Administration:
Oversee the full lifecycle of grants requested by donors, including intake, review, disbursement, and post-completion monitoring.
Work closely with donors to ensure their grant requests are accurately processed and aligned with their philanthropic goals.
Ensure compliance with all relevant regulations, policies, and donor specifications regarding the distribution and use of grant funds.
Validate charity eligibility status
Confirm asset availability and process distributions in Community Suite
Prepare, mail correspondences with payment to grant/distribution recipients and donors in a timely fashion
Generate reports, exports, and perform analysis for donor inquiries
Automate processes for the issuance of grant distributions and fund statements
Donor Services & Database Administration:
Administer and maintain the donor database system (Foundant CommunitySuite), ensuring that both donor and grant data are accurate and up to date.
Prepare and mail quarterly fund reports
Manage the donor portal and donation portals, ensuring smooth transactions and providing exceptional service to donors in relation to their requested grants.
Coordinate with the finance team to ensure accurate processing of financial transactions related to donor-requested grants.
Track donor interactions and contributions, generating reports on donations and grant disbursements.
Ensure seamless integration of grants management tools with donor database systems to facilitate efficient data entry, tracking, and reporting.
Identify and implement improvements to grant administration processes, ensuring efficiency and transparency in processing donor-requested grants.
Provide technical support for database-related tasks, such as tracking grants and donor records, and recommend system enhancements to improve functionality.
QUALIFICATIONS
Education and Experience:
Bachelor's degree in Business Administration, Accounting, Public Administration, or a related field.
Commitment to maintain confidentiality and a high degree of accuracy in constituent records
Strong communication (verbally and in writing) and proficient computer skills including MS Word and Excel
Strong people skills with a good attitude, adaptable, commitment to mission, a flexible perspective
Knowledge, Skills & Abilities:
Familiarity with double-entry bookkeeping and accounts payable/receivable;experience in not-for-profit financial accounting and fund accounting is a plus.
Technologically proficient, quickly adaptable to new software.
Dedicated, attention to detail, strong communication skills and a drive to learn and grow in your career.
Agency Expectations:
Must be able to work autonomously and within a team.
Teamwork Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect. Uses diplomacy and tack when interacting with others;works collaboratively with colleagues and shareholders to achieve agency and departmental goals.
The salary for this role is $55, 000 - 65, 000 per year. This range represents the low and high end of the compensation range for this position. Actual compensation offered will vary based on various details.
Meet Your Recruiter
Peggy Koch
Vice President, National Recruiter
Peggy joined our staff in 2020 bringing 15 years of recruiting experience, and 20+ years of solid experience to the DCM team! In addition to her degree in Marketing from SUNY Alfred State, she has a demonstrated history in successful placements in the areas of Marketing, Legal, Human Resources, Medical, Accounting/Finance and Engineering. Peggy prides herself on working tirelessly to help clients and candidates alike find a great fit for their businesses and careers. Taking her passion for recruitment outside of the workplace, Peggy has used her volunteer time to speak at local colleges to help student-candidates early on in their careers with critical skills for future success such as guidance on creating a solid resume, conducting a successful job search, and the all-important interview preparation.
When not working hard recruiting, Peggy enjoys traveling and exploring new places, gardening, and baking.
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