Database and Gift Entry Coordinator

Salary: 24.00-26.50 per hour
Job Type: Full Time
Location: Vail Valley, CO
Publish Date: Posted August 30, 2023
Applications have closed

Reporting to the Associate Director of Data Systems and working closely with the Finance Department, this individual is responsible for gift entry and tax acknowledgements, maintaining donor records, special event registration and reconcile, and working with the Finance team on audit requests and revenue reconciliation. This person will assist with various administrative duties in the development department as assigned.


Gift Entry and Tax Acknowledgement – Work closely with the Associate Director Data Systems and the Finance Department to ensure accurate and timely processing of gift batches, credit cards, and electronic funds transfers for restricted and unrestricted gifts.

  • Daily gift processing includes gifts coming online, checks, wire, stock and through third party event tools and box office.
  • Record, communicate, and track any adjustments to gifts.
  • Record donor pledges in Raiser’s Edge and track gift agreements.
  • Create and edit mail merge files for tax acknowledgement letters, update seasonally.
  • Create tax acknowledgement letters using mail merge by fund twice weekly, edit, print, and distribute tax acknowledgment letters to relationship managers twice weekly.
  • Responsible for daily and weekly gift reporting.
  • Record Sales pledges and gift entry in Raiser’s Edge and track gift agreement.

Galas and Special Events – Work with the Development Department, Events Coordinator and Finance department to ensure professional execution of fundraising events including event preparation and set-up, registration, check-in, payments, receipting and closing. Signature fundraising events including the Black Diamond Ball, YouthPower365 Star Dancing Gala, YouthPower365 Turkey Trot, Vail Dance Festival and Colorado Gives Day.

  • Work with Associate Director Data Systems and Events/Operations team to process sponsorships, ticket purchases, donations, auction purchases and event records in Raiser’s Edge as well as Event operations software, currently OneCause.
  • On day of Gala, lead Registration volunteers and troubleshoot on-site guest registration issues.
  • After event, process gift payments in 3rd party software, import to Raiser’s Edge and process gift entry and tax acknowledgement letters.

Finance Liaison – Coordinate with the Finance Department to ensure that gift entries are properly coded, are consistent with GAAP and NFP accounting guidance and are carried over and reconciled with the Finance Department systems.

  • Engage with the Development and Finance Departments to ensure data integrity and revenue recognition according to non-profit industry standards and the highest level of excellence.
  • Assist the Finance Department with Annual Audit by providing reports and documentation to support the organization’s annual audit and 990 reporting requirements.
  • Serve as the liaison between the Development and Finance Departments with active participation in regularly scheduled finance and accounting meetings.
  • Coordinate with Finance and Development team with monthly revenue reconciliation.

Database Integrity and Outputs – Work closely with the Associate Director Data Systems to create and uphold policies and procedures relating to data entry and donor record standards to create a high degree of confidence in data accuracy across the organization.

  • Perform regular maintenance tasks for data health, process return mail, eliminate duplicates, research bad address, phone and email records, and maintain record changes for divorce and death.
  • Serve an integral role with the Development team managing quarterly mailings, printing letters, labels and organizing mailings.
  • Research and update vitally important biographical data in Raiser’s Edge as provided by constituent’s information on checks, correspondence, and other research methods.
  • Maintain a clean and accurate database by assisting the Associate Director Data Systems with projects.
  • Process return mail and research updated donor data as needed.



  • Bachelors’ degree from a four-year college or university.
  • Preferred 2+ years of database experience, preferably within the fundraising sector – specifically Raiser’s Edge, but not required.
  • Strong technology and database skills, good organization and communication skills.
  • Ability to work diligently and independently.
  • Experience with multiple software platforms, preferred.
  • Ability to knowledgeably and enthusiastically represent the Vail Valley Foundation; the willingness work non-traditional hours and be a team-player.



We will consider candidates desiring a full-time position or a part-time position.  Job sharing is possible depending on the applicant interest and skillset.  If hired with a full-time status, you will be eligible for full employment benefits.

The hourly pay range is $24.00 – $26.50.

Our employees are a critical part of who we are, and employee wellness is an important priority for our organization. As a result, we offer an array of employee benefits, including but not limited to:

  • Employee and family health insurance plan
  • Health savings account
  • Flexible spending accounts
  • Life insurance
  • Supplemental insurance options
  • Short- and long-term disability plans
  • 401k retirement plan with company match
  • Paid time off
  • Employee Assistance Program
  • Added Perks!
    • Tickets to shows at the VPAC and GRFA
    • FREE ski pass

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