Database Assistant


Date Posted:
Job Code:
United States of America



The Database Assistant is responsible for entering and maintaining accurate gift and donor records in the database and for assisting branch and Association staff to use donor data effectively. Seeking a temporary employee for approximately 20 weeks. To start it would be 20 hours per week of training, then 40 hours per week during our peak season October-January.

Essential Functions:

  • Enter data to the donor database.  This includes gifts, pledges, biographical information, event registrations, contact reports, and any other data required for financial development purposes.
  • Produce and mail pledge reminders and acknowledgements.
  • Generate accurate reports as needed for branch and Association staff.
  • Create queries, exports, and mailing lists as needed for branch and Association financial development activities.
  • Support other users with database troubleshooting and data extraction.


This position reports to the Director of Annual Giving who reports to the Senior Vice President of Mission Advancement.  The incumbent interacts regularly with Mission Advancement staff and any branch staff that have fundraising responsibilities.  In addition, the incumbent works with the Finance Department staff to assure that donations are recorded accurately.

Minimum Requirements




  • Minimum of 1 year financial development or related experience
  • Minimum of 1 year donor database experience
  • Proficiency in Microsoft Word, Excel, and Outlook
  • Fast and accurate data entry skills
  • Ability to work with minimal supervision using independent discretion and judgment
  • Customer service orientation with the ability to develop and maintain effective relationships with staff, donors, and volunteers
  • Flexibility to support time-sensitive functions of financial development activities (such as special events)


  • Experience in Raiser’s Edge 7

Work Conditions: 

  • Ability to travel locally to attend meetings and events.
  • Ability to work on a computer for extended period of time.

Additional Notes: 

  • This job description represents the major functions of the position but is not intended to be all-inclusive. The incumbent is also responsible for taking direction from the Senior Vice President of Mission Advancement or their representatives in completing projects or performing duties deemed necessary for the branch or Association success.

Job Description Supplement – Database Assistant

Job Duties

  • Make adjustments to gifts as needed.
  • Write off gifts as needed.
  • Maintain 48-hour turn-a-round time on gift/pledge entry from receipt of gift/pledge in Financial Development.
  • Update solicitors/campaigners in the system for branch and Association Y Partners campaigns as well as capital campaigns. 
  • Print pledge cards as needed, typically in August.
  • Perform data cleanup of donor and prospect records.
  • Merge records as needed.

In joining the YMCA family, you will be joining an organization with a long history of caring about people. Our goal is to consistently attract, develop, motivate, and retain the most talented and competent team members. We look to all our team members to practice, instill and model – in spirit, mind, and body – the YMCA core values of caring, honesty, respect, and responsibility.