Donor Database Director

Donor Database Director

The Donor Database Director (the Director) leads all aspects of donor data management, CRM governance, analytics, gift processing oversight, and data integrity for Boys & Girls Clubs of Metro Denver. The Director ensures that RE NXT and related systems function as a strategic engine for fundraising, providing accurate data, segmentation, dashboards, and operational support to all Resource Development verticals, including individual giving, corporate giving, donor engagement, and grants.

The role also plays a key financial function through close collaboration with the Vice President of Resource Development and Chief Finance Officer on annual revenue and expense budgeting, ongoing monitoring, and data-driven reporting. Additionally, the Director oversees compliance, reconciliation, audit readiness, and provides dotted-line supervision to staff responsible for gift entry, data hygiene, and revenue processing to ensure a consistent, seamless donor experience.

Responsibilities

Core Focus Areas

• Budgeting: Revenue/expense budget development, forecasting, and financial collaboration.
• Data Analysis & Reporting: Dashboards, segmentation, forecasting, trend analysis, pipeline insights, and data-driven recommendations.
• Gift Processing Oversight: Batch accuracy, coding standards, exception handling, and reconciliation support (execution owned by gift processing staff)
• CRM Governance & Data Integrity: Standards, permissions, controls, SOPs, and hygiene cycles.
• Systems Integration & Automation: Maintain data quality across RE NXT and connected tools (ex. HubSpot/RedArc, finance file exchanges).
• Pipeline Enablement: Qualification metrics, prospect tracking, and moves management support.
• Raffle Data Management: gift imports, segmentation, and other duties as assigned.
• Training & User Support: onboarding, how-to-guides, CRM training, and troubleshooting for database users.

Roles & Responsibilities

• Collaborate with the Vice President of Resource Development and Chief Finance Officer on annual revenue and expense budget development and provide reporting and recommendations as needed.
• Build dashboards and BI-powered reports to analyze revenue trends, donor retention, LYBUNT/SYBUNT activity, mid-level giving movement, sustainer performance, and related fundraising metrics.
• Produce segmented reports and lists for campaigns, newsletters, events, and targeted outreach.
• Deliver donor insights to that support upgrade strategies and mid-level/major gift collaboration.
• Partner with Director of Donor Engagement on audience segmentation, testing strategy, and data-driven improvements.
• Serve as organization's RE NXT expert, managing system configuration, controls, security permissions, and integrations.
• Oversee constituent records management, including volunteer and raffle participant imports and other large-scale upload processes.
• Maintain and update database SOPs, business rules and definitions, coding standards, and audit documentation.
• Lead ongoing data hygiene cycles including duplicate resolution, address updates, coding audits, and attribute standardization.
• Champion accuracy, data stewardship, teamwork, and collaborative problem-solving across fundraising teams.
• Ensure accurate and timely donation entry (cash, checks, credit card, online, recurring, ACH) by providing oversight and guidance to the Development Assistant and Billing Coordinator.
• Monitor and verify the accuracy of gift processing, including deposit documentation, batch approvals, and financial compliance
• Serve as primary liaison with Finance for reconciliation, month-end and year-end close, and audit requests.
• Identify opportunities to automate processes and improve efficiency across RE NXT, HubSpot/RedArc workflows, and financial systems.
• Coordinate with Marketing & Director of Donor Engagement on accurate email segmentation, list syncing, and CRM-to-HubSpot workflow quality.
• Monitor prospect activity across all fundraising portfolios; ensure accurate tracking of qualification progress and donor movement through the pipeline.
• Manage raffle data needs including gift imports, supporting revenue documentation, segmentation, and other duties as assigned.
• Provide CRM training and troubleshooting support for all database users.

Qualifications

Minimum Qualifications

Bachelor's degree or equivalent experience.

5+ years of donor database, CRM administration, or fundraising operations experience.

Advanced proficiency in RE NXT; familiarity with HubSpot preferred.

Experience with reconciliation, reporting tools, and BI dashboards.

Preferred Qualifications

Experience supervising or providing dotted-line project management oversight.

Knowledge of Power BI or relevant analytics tools.

Strong communication skills and ability to present data clearly to non-technical users.

Familiarity with nonprofit fundraising operations and donor lifecycle strategy.

Conditions of Employment

This position requires passing criminal and driving records investigations and reference checks.

Must possess a valid driver's license and meet insurance requirements.

Some duties require lifting 25+ lbs and periods of standing, kneeling, or reaching.

Strong English proficiency required for communication and safety compliance.

In-Office and Remote Work

This position works primarily at the Program Support Center, with occasional work at other BGCMD sites. Remote work must be approved in advance.

Disclaimer

The information presented describes the general nature and level of work expected. It is not a comprehensive inventory of all duties, qualifications, or objectives for this role.