Salesforce and Data Coordinator

Position Objective:

The Salesforce and Data Coordinator role works closely with members of the Operations/Finance, Development, Marketing, and Research departments and the Divisions LDS and VEDS to manage various gift processing, data, and system needs. The position is responsible for gift entry and monitoring integration-related processes, including analyzing gift and commitment information and documentation, following the most up-to-date IRS guidelines to create, maintain, and update gift entry records, and managing the entry of all constituent data changes and in addition, working in Salesforce to help and oversee database and maintenance projects. 

Essential Functions: 

Primary Salesforce Responsibilities:

• Manage and assist with all gift entries, which include third-party online donations. 
• Distribute Facebook reports to staff for coding and enter into Salesforce. 
• Update information in Salesforce or other third-party platforms as needed
• Responsible for fulfilling data report requests for all departments.
• Responsible and assist all departments to create SF lists as needed for mailings and emails
• Create honor and memorial gift reports to ensure all donations in memory or in honor of someone are included and sent to appropriate family members.
• Update and maintain donor information for accuracy, especially top donors.
• Monitor duplicate & new contact reports weekly and collaborate with Operations and Development to correct as needed
• Oversee changes of address, web donation overrides, name and household corrections, etc. 
• Manage the Donor Acknowledgment Process in which includes:
• Work with the Director of IT to learn the Apsona platform to process all the acknowledgments.
• Upload, maintain, and refresh acknowledgement templates in shared drive and in Salesforce/Apsona.
• Identify special tax needs with all acknowledgement letters, as outlined by the IRS guidelines and Donor Bill of Rights under the guidance of the CFO and in collaboration with Chief Philanthropy Officer. 
• Coordinate and work with Development team to customize acknowledgment letters for all events, donors as needed
• Process event summaries that include all transactions from the event in one acknowledgment letter with appropriate benefit value noted for each gift
• Generate invoices and pledge reminders via Salesforce
• Monitor outstanding pledges and ensure payments are correctly attributed
• Build and monitor reports, dashboards, and list views to monitor data integrity and support cross-departmental staff data needs. Use advanced features, including mass record editing and batch uploading tools for efficient data processing. 
• Assist in fostering a foundation-wide understanding of data infrastructure. Provide assistance and training to staff when required. 
• Provide cross-departmental data and systems support, including program registration, peer-to-peer and special event platform data administration, grant administration, etc.

Other Responsibilities:

• Maintain special lists (Board, Committees, Staff, Top donors, etc.)
• Team Member on the Operations daily calls, Development calls, and others as needed
• Collaborate with the Director of Technology on data process changes
• Documenting salesforce workflow processes, including error reports and changes to field history tables.
• Collaborate with the Development team as needed and work with the Chief Philanthropy Officer on special donor requests for letters, lists, and other requests
• Assist in creating, developing, and streamline relevant operating processes

Competencies:

• At least 1 – 2 years of Salesforce Database experience, preferably in NPSP
• Classy or similar donation platform software experience 
• Apsona experience a plus
• Proficiency in Microsoft Office 
• Is a Guru in documenting processes and enjoys it
• Confident, Self-motivated, and proven track record of showing initiative
• Excellent communication and writing skills
• Strong attention to detail, strong organizational skills, and ability to multi-task.
• Ability to maintain strict confidentiality of donor information 
• Experience working in a team environment, preferably in not for profit
• Comfort and familiarity with technology with a user experience mindset
• A team player who is adaptive, has a sense of humor and is comfortable working in a small office with a roll-up-your-sleeves environment

Travel (if applicable):

 Travel is required to support annual conferences, symposia, events, or programs.

Education & Experience:

Bachelor’s degree required 

1 -2 years Salesforce experience required, Salesforce administrator a plus.

Apsona and Classy experience a plus

Work Environment:

Remote outside of NY

Port Washington, NY location

Works closely with supervisor and other department leaders and staff

Daily Department meetings

Very collaborative and team environment

Willing to handle multiple tasks