Database Coordinator

Database Coordinator

At Helping Hand, we believe that every detail matters because every detail supports our mission of transforming the lives of all connected to Helping Hand through genuine care and education. We are currently seeking a highly organized, detail-oriented, and proactive Database Coordinator to join our Advancement Team. As the Database Coordinator, you will play a vital role in supporting fundraising, donor engagement, volunteer tracking, reporting, and event coordination efforts. This position is ideal for someone who enjoys balancing analytical work with collaboration and administrative support while helping drive the success of a nonprofit organization, making a real difference in the community.

You'll work closely with the Director of Advancement and other agency leaders to ensure information remains accurate, organized, and impactful. If you thrive in a fast-paced environment, enjoy working with data and reporting, and want your work to directly support a meaningful mission, this may be the perfect opportunity for you.

Schedule and compensation:

• On-site position, Monday-Friday, 40 hours per week.
• Flexibility in schedule to assist at events throughout the year.
• Salary range $23.00-$25.00/hr (hourly/non-exempt).
• Salary based on skills and experience.
• Up to 6% annual bonus potential
• 403b retirement plan with up to a 4% company match.

Helping Hand perks:

• Purpose-driven work that changes lives.
• Team member appreciation events and year-round recognition.
• Traditional medical (BCBS of IL), dental, and vision insurance.
• Employer-paid Group Life/AD&D, Short-Term, and Long-Term Disability.
• Employee Assistance Program (EAP) and wellness support.
• Generous PTO, including paid holidays, vacation, and accrued sick time.
• PSLF-qualifying employer under the Federal Public Service Loan Forgiveness Program.

What you'll do:

• Ensure the accuracy, integrity, and ongoing maintenance of the database by regularly updating all records.
• Troubleshoot and resolve database issues in a timely and efficient manner.
• Process donations and generate acknowledgement letters and related correspondence.
• Prepare monthly fundraising reports and dashboards to support development efforts.
• Maintain organized and up-to-date files for foundations, corporations, and individual donors.
• Attend and contribute to all Advancement-related events of the agency, supporting the planning, execution, and engagement efforts to ensure their success.
• Reconcile donation records with the finance department on a monthly basis.
• Collaborate with Program Directors to input new contracts into the database, including vendors, prospective and current families and/or employers.
• Generate targeted mailing lists for campaigns such as newsletters, annual appeals, and impact reports.
• Create and manage events within the event management software, ensuring accurate and timely data entry.
• Monitor and manage weekly due dates for all required documentation and reporting.
• Must attend all team and agency meetings as scheduled and fulfill all necessary training requirements of the agency.
• Provide consistent and proactive general administrative support.
• Other duties as assigned.

Requirements:

What you bring:

Education:

• High School Diploma or GED required, associate or bachelor's degree preferred.

Experience:

• At least two (2) years of data entry experience.
• Experience with reporting/dashboard development.
• Familiarity with CRM systems and event management software.

Skill sets:

• Proficient and comfortable with technology such as Microsoft Office, Teams, etc.
• Exceptional problem-solving and time management skills with the ability to multitask and work in a fast-paced environment.
• Flexibility to adapt to changes throughout the day.
• Excellent organizational skills and ability to prioritize multiple urgencies as required.
• Professionalism, punctuality, flexibility, and reliability.
• The ability to work both independently and collaboratively with the team to ensure efficient delivery of responsibilities.
• Strong interpersonal communication skills, both verbal and written.
• Strong ability to follow through with assigned tasks, along with initiative and willingness to pitch in whenever needed.
• Ability to promote and adhere to company values.
• A commitment to a diverse, inclusive, and equitable work environment.

Work environment:

• This position regularly requires sitting and working at a computer for extended periods of time in a shared office environment, including cubicle workspaces, while managing multiple tasks and communications throughout the day.
• The person in this position needs to occasionally move about to assist others, access file cabinets, office machinery, etc.
• The ability to observe details at a close range (within a few feet of the observer).
• Consistently position oneself to maintain files in file cabinets or assist others.
• The ability to communicate information and ideas so that others will understand. Must be able to exchange accurate information in all situations.
• Must possess a valid driver's license with an acceptable driving record and proof of ongoing personal motor vehicle insurance.

Helping Hand is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that embracing our differences strengthens our community and enhances the quality of care we provide.