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Institutional Advancement Services

Database Support & Administrative Coordinator

Database Support & Administrative Coordinator

Karen Grove

Phone: 503-768-7997                                                                                


Primary Job Functions

The Database Support & Administrative Coordinator position performs database support in the areas of constituent records entry, demographics updates, and record correction within the Raiser’s Edge database. This person researches information and confirms the accuracy of the biographical information being tracked on all College alumni and friends.  

This person is in charge of administrative coordination and support, budget tracking and administration, and managing the incoming and outgoing mail. Another integral part of this job is providing administrative support for the matching gifts program.

• Serves as the initial point of contact for constituent and database updates – processes a significant amount of database and demographic update requests received daily through the team’s general email update account, Raiser’s Edge Net Community sign up requests and profile updates, mail returns, and staff requests.

• Researches various demographic changes and updates constituent records, enters and updates addresses, phone numbers, employment information, parent/child relationships, company contacts and other information relative to the College’s constituent and organization records in Raiser’s Edge.

• Serves as the main point of contact for incoming gifts - monitors the gift box and online gifts daily, processes any demographic updates for the constituents who made the gifts, and submits the gifts to the Gifts Management Coordinator for gift processing.

• Provides support for the matching gifts program by ensuring that matching gifts forms are properly filled out and submitted, and by gathering information that can assist the Gifts Management Coordinator in identifying the gifts being matched as they come.

• Ensures timely receipting of donors by working with the Gifts Management Coordinator in generating receipts for gifts received daily, and mailing them within expected turn-around-time, and in accordance with donor intent, Lewis & Clark College policies and adherence to the IRS rules and regulations governing contributions to 501(c)(3) organizations.

• Creates new constituent records in Raiser’s Edge from data supplied by development staff and campus departments.

• Updates records based on information returned from Phonathon callers during the twice a year Phonathon campaign.

• Saves constituent related documentation in Raiser’s Edge using the department’s document imaging solution, PaperSave, as needed.

• Prepares and submits check requests for paying invoices, tracks department expenses, and monitors and reports to Director of Development Services on the department’s budget.

• Orders office supplies, reserves meeting rooms, manages meeting logistics, and coordinates with the team for any administrative needs.