Donor Services Associate

Donor Services Associate

The Donor Services Associate provides database, administrative, logistical, and data entry support to the Donor Services department. This role works primarily within the Center's donor CRM, Salesforce Nonprofit Success Pack (NPSP), and maintains accurate, well-organized donor records that support gift processing, reporting, and stewardship across the organization.

Essential Functions:

Gift Processing: 45%

• Performs daily data entry of incoming gifts from external sources into Salesforce NPSP with timeliness, accuracy, and attention to detail for accurate data reporting.
• Processes payment types including checks, cash, credit cards, wire transfers, stock, payroll deductions, matching gifts, in-kind donations, and internal transfers, recording each accurately within NPSP's gift and opportunity records.
• Ensures that contributions are entered according to donor designation, campaign, and other information vital for recognition and stewardship, using NPSP fields, record types, and designations correctly and consistently.
• Produces letters and gift receipts for a variety of gift types, leveraging Salesforce NPSP data and, where applicable, mail-merge or acknowledgment tools connected to the CRM.
• Maintains electronic and paper filing for all gifts, ensuring records are cross-referenced with the corresponding Salesforce NPSP entries.
• Collects and conducts gift entry of In-Kind gifts throughout the fiscal year.
• Performs scheduled data entry audits within Salesforce NPSP to ensure a high level of accuracy and adherence to quality control guidelines and data hygiene best practices.
• Performs ongoing maintenance of donor records in the CRM, including de-duplication, updates to contact and household information, and correction of data entry errors.
• Provides Salesforce NPSP reports and database support to the department and organization in a timely and professional manner as requested.
• Identifies and communicates donor and/or data issues, including potential CRM system issues, to management.
• Identifies opportunities to improve gift processing efficiency and works with systems resources on implementation.

Administrative Support: 45%

• Completes daily mail collection and sorting for the organization.
• Forwards direct mail donations to lockbox for processing daily.
• Manages paper product inventory including envelopes, stationery, membership cards, package supplies, etc.
• Researches prospective and current donors as needed for the individual and institutional giving teams, logging findings in Salesforce NPSP.
• Contributes to documentation of business processes and leverages data to support process improvements.
• Assists with data migration, imports, and clean-up projects within Salesforce NPSP as assigned.

Leadership: 5%

• Assist with the recruitment and scheduling of Development Volunteers.
• Assists with training of volunteers with Donor Services tasks such as data entry, filing, mailings, etc., including basic navigation of Salesforce NPSP.

Other Duties as Assigned: 5%

• Perform special projects and research as assigned.
• Perform other duties as assigned.

Supervisory Responsibility: None

Knowledge, Skills, and Abilities:

• Enthusiasm for marine and environmental conservation.
• Experience with Salesforce, particularly the Nonprofit Success Pack (NPSP), strongly preferred; comfort learning donor management and marketing databases required.
• Experience with Apsona, or other third-party data management and productivity add-ons for Salesforce.
• Basic knowledge and experience with Adobe Acrobat.
• Experience with web-based collaboration platforms, project management tools, and donor wealth screening software a plus.
• Basic file management skills including but are not limited to naming and labeling, organizing, folder structuring, logical hierarchy, and storage consistency, both in shared drives and within Salesforce NPSP records.
• Ability to convey information effectively, both orally and in writing.
• Ability to understand and follow written and oral instructions and priorities as set by management.
• Ability to work collaboratively and maintain open communication in a team environment.
• Ability to learn from change, challenges, and feedback, including evolving Salesforce NPSP processes and updates.
• Attention to accuracy, detail, and deadlines while consistently striving for efficiency in process, particularly in CRM data entry.
• Minimal organizational skills and ability to multi-task and manage time effectively.
• Minimal skills or ability to learn Microsoft Office applications (Excel, Outlook, PowerPoint, SharePoint, Word) and videoconference technology (Slack, Teams, Zoom).
• Ability to establish and maintain effective working relationships with those contacted in the course of work, which may include staff, volunteers, training participants, and members of the public.
• Ability to practice self-awareness and respect while engaging with staff, volunteers, training participants, and members of the public.
• Willingness to support and participate in The Marine Mammal Center's diversity, equity, and inclusion programs.

Qualifications and Experience:

• This position requires a combination of education and experience equivalent to being currently enrolled in college or having an associate or bachelor's degree in in administration, development, business, or related field; and at least 1 year of relevant experience in development, fundraising, or equivalent. Experience with gift entry/database entry preferred; prior hands-on experience with Salesforce or Salesforce NPSP is a strong plus.
• Salesforce Trailhead certifications or coursework related to Salesforce NPSP are a plus but not required.

Work Environment & Physical Requirements:

• This position operates in a professional office, laboratory, and hospital environment both indoors and outdoors with access to other parts of the facilities via outdoor pathways.
• Routinely uses standard office equipment requiring repetitive motion in tasks.
• Ability to work at a desk for extended periods using a computer.
• Ability to drive/operate a vehicle for extensive periods of time.
• Ability to perform physical work requiring manual dexterity, agility, strength, and coordination including ability to lift and/or move to 25 pounds.
• Ability to spend extended periods on your feet, walking, standing, crouching, and climbing stairs (potentially in inclement weather conditions).
• Limited exposure to allergens and zoonotic diseases.

Our Commitment to Diversity

The Marine Mammal Center actively engages individuals from all backgrounds. We are committed to embracing diversity within our organization because we firmly believe that diverse employee teams help us to achieve our best organizational outcomes and provide the most effective support to the communities we serve. We are deeply dedicated to creating and maintaining an inclusive, equitable and supportive work environment. We strongly encourage people from underrepresented groups to apply. The Marine Mammal Center believes in growth and supporting our employees as best we can so they can become their best selves in and outside of work. We believe that a healthy work environment means building an inclusive culture where people can thrive together and feel supported and empowered. We believe in stretch versus constraint.

Our Mission

The Marine Mammal Center advances ocean health through marine mammal rescue and rehabilitation, research, and education.

About The Marine Mammal Center

The Marine Mammal Center is leading the field in ocean conservation through marine mammal rescue, veterinary medicine, science, and education.