Database Coordinator

Thomasville Center for the Arts makes lives brighter through the arts. We imagine a flourishing community where the arts are alive, creativity thrives, and we work together to create a sense of belonging for all.
 
Position Summary: The Database Coordinator plays a key role in supporting TCA’s fundraising, membership, grant management, and operational effectiveness. This full-time position is responsible for managing the database and related platforms, ensuring accuracy and integrity of donor and member records, grant tracking and reporting, and supporting day-to-day development and operations activities. The role ensures that memberships, donations, volunteer sign-ups, grants, and online transactions are accurately tracked and acknowledged promptly.
 
Key Responsibilities
 
Database & Systems Management

• Manage and maintain the database for membership, donor, and constituent records.
• Ensure data accuracy and integrity through consistent entry standards and regular audits.
• Oversee data integration and information management for related systems.
• Maintain file storage, sharing, and data organization in Box.com.

• Process donations and memberships; generate timely acknowledgments and thank-you letters.
• Monitor membership renewals and coordinate renewal communications.
• Oversee membership materials and coordinate member stewardship events.
• Provide lists, queries, and reports to support fundraising campaigns, advancement tracking, and stewardship activities.
• Support pledge reminders and recurring gift processes.

• Maintain grant records, deadlines, and deliverables in coordination with the Development Director.
• Track grant proposals, awards, and reporting requirements.
• Provide timely data and documentation needed for grant reports and audits.

• Produce regular reports on membership, donor giving, grant progress, and advancement activities for the Development Director and Executive Director as needed.
• Provide data and schedules for audits and financial reconciliations as needed.

• Work closely with the Operations Director to support donor stewardship, fundraising initiatives, and grant compliance.
• Partner with the Operations Coordinator on volunteer management, online store, and inventory processes.
• Support events and campaigns with accurate list pulls, mailings, and data tracking.

• Direct experience in database management. (Neon or similar preferred).
• Bachelor’s degree or 3 years of experience working in donor relations or development operations role, preferably in a non-profit setting.

• Strong donor service or customer service background with the experience and technical capacity to implement best-practices in donation management.
• Familiarity with email marketing platforms and database integrations.

• Excellent communication skills (written and verbal).
• High attention to detail, accuracy, and confidentiality.
• Keen skills in proofreading, editing, and composing written communications.
• Ability to work well independently and collaborate effectively with a team.
• Proficiency in Microsoft Office Suite (Word, Excel, Power Point).
• Ability to multi-task and manage time efficiently.
• Ability to apply creativity and good judgment in addressing donor related issues in a professional manner.

• Ability to communicate via voice by telephone, read and speak English, and generate written communication manually and by using a computer. 
• Ability to sit at a desk for extended periods of time, lift and move documents and supplies up to 25 lbs., and bend or reach to file and retrieve documents.
• Valid driver’s license and access to personal vehicle is required.
• Occasional weekend and evening availability required for special events.