Donor Database & Administrative Coordinator

Job Title: Donor Database & Administrative Coordinator
Organization: EEM (formerly Eastern European Mission) —eem.org
Reports To: Executive Assistant
Location: Hurst, TX
FLSA Status: Non-Exempt / Part-Time, 30 hours per week

About EEM

Every day, millions of people around the world are searching for hope, truth, and purpose by searching for God. What they need is His Word in a language they can understand.

Since 1961, EEM has been delivering God's Word to people across Eastern Europe and beyond, ensuring that those who are seeking can encounter the life-changing message of Jesus in the language of their heart. Today, we publish and deliver Bibles and Bible-based materials in more than 30 languages across 35+ countries, partnering with local churches and ministries to place Scripture directly into the hands of those who are searching.

At EEM, our Bibles aren't Bibles looking for people. We are serving and answering the prayers of people looking for their Bible.

Our mission is more than publishing, printing, and delivering books. It's connecting people with the living Word of God. Every Bible delivered represents someone praying for hope, someone asking questions, someone seeking truth, and someone whose life may be forever changed by encountering Christ through Scripture.

If that vision excites you, and you want your work to have eternal impact, we'd love to talk with you.

Position Summary

The Donor Database & Administrative Coordinator is responsible for gift processing, and for updating and maintaining the integrity and accuracy of the donor database. This person works within the guidelines, policies, and mission of EEM by performing the following duties.

Primary Duties and Responsibilities

Other duties may be assigned.

• Maintains, processes, and updates donor records within the database, ensuring accuracy and completeness through ongoing research, corrections, and routine database cleanup projects.
• Tracks outstanding, expiring, and problem payment transactions for monthly donors and prepares donor correspondence and follow-up letters as needed.
• Processes daily donations and prepares timely and accurate receipts, acknowledgment letters, and donor correspondence.
• Builds database queries and generates reports for management, marketing, and development staff as requested.
• Assists with planning and preparation for fundraising campaigns, appeal mailings, and special events, including database coding, pledge processing, and maintaining current mailing lists for direct mail projects.
• Prepares and distributes year-end donor gift receipts and tax acknowledgment letters.
• Processes daily emails from Regional Directors (RDs) and donors regarding account updates, donation inquiries, and record changes.
• Assists with remote deposit processing, wire transfers, virtual credit card donations through the administrative portal, cash deposits, and mail pickup from the post office as needed.
• Receives and accurately processes credit card donations received by telephone while maintaining strict confidentiality and compliance with organizational policies regarding sensitive financial information.
• Establishes, modifies, and assists donors with recurring giving arrangements, ensuring accuracy and providing timely support for changes or questions related to their giving.
• Coordinates donor mailings, shipping of event and engagement materials, and other administrative support for fundraising initiatives.
• Manages tribute and memorial donations, including acknowledgment letters and recipient notifications.
• Prepares and distributes monthly Board acknowledgment letters and related correspondence.
• Maintains office organization, supplies, inventory, and overall operational integrity of office spaces.
• Serves as the primary point of contact for the EEM Hurst office by answering and directing incoming telephone calls in a professional, courteous, and ministry-minded manner.
• Represents EEM with warmth, integrity, professionalism, and a commitment to Christ-centered service, recognizing that this role often provides the first impression of the ministry.
• Serves as backup support for the Executive Assistant during absences or high-volume periods.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability

Ability to read and comprehend simple instructions, short correspondence, and memos in the English language. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, donors, and other employees of the organization.

Math Ability

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few unforeseen variables in standardized situations.

Computer Skills

Experience with current Windows-based office programs such as Word and Excel, and with fundraising software (specifically Virtuous).

Education / Experience

Bachelor's degree (B.A./B.S.) from an accredited four-year college or university, and one to two years of related experience and/or training; or an equivalent combination of education and experience.

Specialized Training

Previous database management experience, preferably in a non-profit setting.

Knowledge, Skills, and Other Abilities

• Excellent analytical skills
• Ability to think independently and possess a proactive attitude
• Ability to be tactful, discreet, and diplomatic; ability to handle sensitive information with a high level of confidentiality
• Exhibits flexibility in duties and work style
• Experience with fundraising software
• Experience in preparing complex reports
• Self-motivated and willing to take on new projects

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, sit, talk, or hear. The employee is frequently required to walk and use hands. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 35 pounds.

The noise level in the work environment is usually moderate.

Compensation

Compensation will be commensurate with experience, qualifications, and skills, where permitted by law.