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Development Associate - Data Systems


Under the supervision of the Senior Director of Organizational Advancement and the Associate Development Director, the Development Associate – Data Systems operates as a core member of the YMCA team to further the philanthropic, financial development, special event and volunteer activities of the Y. The incumbent is the primary administrator and manager of the Raiser’s Edge donor database and works to cultivate constituents, engage volunteers, steward donors and generate financial support for the Y’s annual, capital and endowment support needs.  As such, the incumbent works directly with staff, Board members, leadership volunteers, top-level donors and other key constituents, exercising confidentiality, discretion, collaboration and teamwork.


The incumbent is primarily responsible for ensuring accurate capture of information and management of records in the Raiser’s Edge donor database, including gift processing, database updates, donor acknowledgements. The incumbent is responsible for identifying ways to use our systems and tools strategically to support production of information and reporting needed for ongoing prospect cultivation and donor stewardship. The incumbent is an integral and collaborative member of the Development team, and routinely partners with the Senior Director of Organization Advancement and Associate Development Director as well as the Volunteer & Special Events Manager on various projects. The incumbent will support special events for the organization as needed. Under direction from the Associate Development Director, the incumbent will serve as the gift accounting and business manager for the Annual and Capital Campaigns. He/She also will be primarily responsible for record keeping all development transactions, particularly tracking relationships with prospects and donors, and assuring completion of timely, accurate donor acknowledgements.  


Raiser’s Edge Database Management and Information Administration:  In collaboration with the Senior Director of Organization Advancement and the Associate Development Director, act as the primary Database Administrator. Ensure accurate, current data for all confidential donor records:

Under the direction of the Senior Director of Organization Advancement:

  • Acting as Raiser’s Edge database SME; suggesting efficiencies and establishing links to the member database as may be possible
  • Conducting database usage training and providing guidance to Raiser’s Edge users to ensure proper capture of information building written protocols for distribution
  • Building, maintaining and updating data configuration and record keeping structure for key elements of database such as Volunteer, Event, and Prospect records; advising and supporting Development team owners/users on the tools and preparing reports and dashboards as needed
  • Processing accurate and up-to-date donor data for both Annual and Capital giving. Create new records, gift entries, cash or in-kind, pledges, stock gift conversions, etc.
  • Conducting Capital donor research, and advising and building reporting as needed and directed; participating as needed in capital related research initiatives with direction from Senior Management
  • Processing at the end of each month expense and Amex reports Development and Marketing Department
  • Responsible for maintaining a high functioning relationship with Blackbaud and acquiring the requisite skills to expertly manage all Blackbaud software in use.

Under the direction of the Associate Development Director:

  • serving as gift accounting manager for all gifts. Completing tally sheets, weekly gift reports, batch and single gift processing and acknowledgements, donor prospect lists, solicitor and database reports, pledges, etc.
  • Preparing batch deposits, online deposit entries, cash/credit deposits and reconcile all gifts with finance
  • Drafting and preparing acknowledgement letters and matching gift forms and submissions
  • Maintaining current donor records and data standards and suggesting improvements
  • Producing ad-hoc reports and queries as needed
  • Establishing Staff Appeal components and record keeping
  • Tracking all Staff donations and Pledges for the Annual Campaign

Processing at the end of each month expense and Amex reports Development and Marketing Department


Development Department Administration:  Support the broad range of Development Department functions, including the following:

  • Effectively managing and directing administrative duties such as record keeping, mailings, and filing to support the development office and campaign operations.Assist in the delegation and management of support tasks to supplement support resources and volunteers as needed
  • Executing components of Annual Fund events such as the Golf, 5K, Bocce Classic and other events that might be scheduled, including revenue and expense tracking, and assist in the direction of support staff to help with event meeting preparation, event supplies and purchasing and committee support.
  • Golf Event Development Support:
    • Keep up-to-date and accurate records of all Golf event tracking sheets such as sponsor lists, golfers, Gift in Kind donations, dinner guests, and all RSVPs
    • Update all Golf related information in Raiser’s Edge
    • Support the Golf Event Manager by conducting outreach and follow up and securing Gift in Kind donations as directed by the event manager.
    • Coordinate and manage the sale of the 50/50 raffle
    • Manage signage inventory and order of signage and materials for event
  • Supporting direct mail appeals, materials and record-keeping.
  • Participating in the annual audit process by gathering required materials.
  • Supporting donor and cultivation receptions with invitation lists, R.S.V.P.’s and other duties.
  • Attending as required committee, campaign, event and staff meetings.
  • Participating in professional trainings or conferences.
  • Represent the Y at community and Y events as required.
  • Working with Finance and Membership departments at month-end to reconcile monthly expense and revenue for Development, and expenses for marketing department.

    Volunteer and Event Management Support: Provide additional support to events and volunteer-related activities as needed such as:

  • Serving as a key team member for volunteer staffing, planning and execution, particularly the annual Golf Event, the organization’s single largest philanthropy event incorporating volunteers.
  • Golf Event Volunteer Support:
    • Act as the the “Day of” Golf Event Volunteer Coordinator, responsible for volunteer assignments,
    • plan and lead the ‘volunteer briefing’ to review roles prior to event,
    • serve as main point of contact at the event for all volunteers, coordinating schedules and making reassignments as needed
    • Supporting the accurate maintenance and development of the Volunteer and Events database to assure optimal communications, coordination and cultivation of our growing volunteer corps.
  • Ensuring accurate volunteer and events information capture in RE database to assure optimal reporting, communications, coordination and cultivation of our growing volunteer corps.
  • Providing outreach and RSVP contact support as needed in order to fulfill volunteer needs for the following YMCA events, 5K, Healthy Kids Day, End of Year Dance Performance, and other larger one-day events.


  • Bachelor’s degree preferred.
  • Two or more years of experience with fundraising database administration managing donor records. Raiser’s Edge experience is preferred.
  • Knowledge of the YMCA’s position in the community.Previous non-profit experience is a plus.
  • Ability to work appropriately and effectively with a variety of important and high-level constituents. Maturity, judgment, diplomacy and discretion required.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Word, Excel and Power Point; familiar with internet navigation, research and online giving.
  • Ability to prioritize competing demands.Flexibility and adaptability required.
  • Models relationship-building skills in all interactions.
Notice to All Applicants