The Donor Database Coordinator (Coordinator) oversees the Alliance’s Constituent Record Management (CRM) database system, its integration with other tools from which information flows, administers all database-related projects, and ensures the integrity of the data in our systems. The Coordinator supports all staff through leveraging our data to achieve our strategic goals and trains staff to be competent users of our database system. The Alliance uses Salesforce to manage the organization’s database of more than 40,000 constituents who are the foundation of support for all program and fundraising efforts. The Alliance uses several other tools that integrate with Salesforce including ones that manage email communications, advocacy, online donations and registrations, volunteerism, document merging, and data integrity.

This is an ideal position and an exciting opportunity for someone with at least three years of experience working in database management who is interested in gaining technology experience in the nonprofit sector. The Coordinator’s work is critical to program and fundraising success, supporting all aspects of the Alliance’s work.

A typical day might include: gift entry and acknowledgement production; training staff in Salesforce and other tools; working with our finance team on financial reporting; building mailing lists for print appeals, e-mail communications, and event mailings; entering and reporting on fundraising deadlines in Salesforce; updating constituent information, and more. The Coordinator may also decide to join a staff committee on organizational culture; diversity, equity and inclusion; or internal party planning. A positive, collaborative work style and strong work ethic are keys to success in this role!

The Coordinator reports to the Vice President of Development, and works closely with members of the Development Team, the Finance & Operations Team, and program staff.

The Alliance for the Great Lakes sets a protection agenda for the Great Lakes, a resource of global significance and the world’s largest source of surface freshwater. The Alliance seeks to protect the Great Lakes from their greatest threats, build a resilient future for communities and instill the value of clean water throughout the region. The Alliance is a four-star Charity Navigator organization. Learn more about the Alliance at


The Donor Database Coordinator is a member of the 4-member Development Team which includes staff dedicated to building and maintaining positive relationships, internally and externally, with those who express interest in and passion for protecting and restoring the Great Lakes. The Team is responsible for raising unrestricted dollars, including the Annual Fund, to support strategic program advancements each year. The team also collaborates with program staff to raise restricted funds that sustain and expand programming.

The Coordinator works with all staff members and affiliates, and with constituents through email, mail and the phone regarding database updates and changes.

Essential Duties

  • Oversee all data management projects including adding/deleting/merging records, integrating data across multiple platforms, performing routine database maintenance/upgrades and using existing data to achieve strategic goals. The Alliance uses Salesforce NPSP along with Campaign Monitor, Phone2Action, Classy, Drawloop, and Apsona to manage its data.
  • Ensure data integrity through the development and implementation of policies, procedures, and controls
  • Enter and acknowledge data, including but not limited to financial and in-kind gifts and Adopt-a-Beach data, into the database, ensuring accurate coding and tracking. Responsible for following up with donors if additional gift information/clarification is needed.
  • Responsible for producing and sending all acknowledgement letters, working with other development staff to personalize as appropriate, and recording/storing letters according to the Gift Entry & Acknowledgement Process document.
  • Advise on and support marketing, communications, and fundraising staff on leveraging existing data to achieve long-term fundraising, advocacy, and stewardship goals.
  • Develop metrics and reports to measure success for fundraising and communications efforts.
  • Support moves management process through identifying new and upgraded donors as well as prospects to help inform a personalized cultivation/stewardship plan.
  • Train staff, affiliates, and occasionally volunteers, to use databases, reporting tools, work management systems, and to conduct stewardship constituent data entry as needed.


  • Solid understanding of databases and information integration within and between database systems, as it relates to nonprofit fundraising work
  • Strong communication skills
  • Self-driven to meet deadlines without prompting, and committed to teamwork structure
  • Impeccable attention to detail and ability to manage multiple projects, establish workload priorities
  • Solid interpersonal skills; can facilitate a team process while working collaboratively with various stakeholders
  • Ability to manage projects from concept through execution with close attention to detail and ability to meet deadlines
  • Goal oriented and driven to measure and evaluate effectiveness and adjust strategies as data and external events warrant
  • Ability to encourage integration and teamwork among staff and volunteers of varying expertise and located in different offices.
  • Ability to integrate with teams and motivate and train peers teams to achieve a common goal
  • Attraction to mission-driven public interest work, often with resource limitations that require resourcefulness in leveraging assistance from pro bono experts and volunteers
  • Understands standard campaign elements and donor database(s), tracking, metrics, analysis
  • Proficient in Microsoft Word and Excel; experience with Salesforce or other database system required
  • Bachelor’s degree preferred

Job Parameters

  • This position is full-time and consistent with Alliance employment policy. Salary to be commensurate with experience.
  • Excellent benefits, including health, vacation and retirement plan, are included.
  • This position is located in Chicago, IL.

Application Process

Please e-mail a cover letter, resume, references and writing sample to: Include job title in the subject line.

Applications will be accepted until November 22, 2019 or until the position is filled. Materials should be compatible with Microsoft Word or Adobe Acrobat. Applicants will receive confirmation of receipt of their materials and further guidance and updates about the hiring process by e-mail, with interviews provided for finalists. No phone inquiries please.

The Alliance for the Great Lakes is an Equal Opportunity Employer. The search process will reinforce the Alliance’s belief that achieving diversity requires an enduring commitment to inclusion that must find full expression in our organizational culture, values, norms, and behaviors.


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