Event & Donor Database Manager

$46,072 - $57,616/Yr

East House - Rochester, NY

Full-time - Entry Level

Rochester, NY

Ambulatory Health Care Services

About the position

The Event and Donor Database Manager at East House is a crucial role focused on planning, executing, and managing fundraising events while maintaining the organization's donor database. This position is responsible for ensuring that fundraising events meet financial and engagement goals, managing event logistics, donor stewardship, and post-event evaluations. Additionally, the manager will oversee the accuracy of donor information in the database and assist with targeted fundraising strategies to support the organization's mission of aiding individuals in recovery from mental health and substance use disorders.

Responsibilities

• Plans and manages all aspects of East House's fundraising events, including annual luncheon, donor receptions, and smaller community engagement events.
• Leads event logistics, including venue selection, vendor management, guest lists, timelines, permits, and contracts.
• Develops and manages event budgets, ensuring financial efficiency and achieving fundraising targets.
• Collaborates with the Advancement Team to create event marketing strategies, including invitations, promotional materials, and social media outreach.
• Solicits and secures event sponsorships, in-kind donations, and partnerships to enhance revenue generation.
• In partnership with the Chief Advancement Officer (CAO), cultivates relationships with key stakeholders, including donors, sponsors, volunteers, and event partners.
• Provides on-site leadership during events, overseeing event flow and troubleshooting issues to ensure a positive guest experience.
• Conducts post-event evaluations, prepares reports, and analyzes event success, making recommendations for future improvements.
• Oversees and maintains the organization's donor database (Bloomerang), ensuring accurate and up-to-date records.
• Inputs, updates, and manages donor data, including contact information, giving history, event participation, and communications preferences.
• Under the direction of the CAO, processes donations, ensuring timely and accurate acknowledgment letters and tax receipts.
• Generates reports, donor lists, and giving analysis for development staff, leadership, and the Board of Directors.
• Tracks and reports key fundraising metrics, including donor retention, lifetime value, and campaign performance.
• Conducts regular data clean-up efforts to ensure database integrity.
• Collaborates with the Chief Advancement Officer and finance team to reconcile event revenue and ensure financial accuracy.
• Develops targeted donor segmentation for communications and event invitations.
• Assists in tracking donor engagement and providing insights on donor cultivation strategies.
• Recruits new volunteers to ensure alignment with the organization's mission and values.
• Collaborates with the HR Team to ensure training and onboarding for all new volunteers.
• Develops and maintains a volunteer schedule to ensure proper staffing at events and activities.
• Communicates regularly with volunteers, providing updates, guidance, and recognition of their contributions.
• Partners with departments to identify volunteer needs and opportunities for engagement.
• Tracks volunteer hours, performance, and contributions using a volunteer management system.
• Plans and executes volunteer appreciation events to foster a positive, motivated volunteer community.
• Ensures compliance with policies, federal and state regulations.
• Collaborates with the Office of Ethics, Compliance & Quality on identifying and correcting non-compliance.

Requirements

• Associates or Bachelor's degree in Event Management, Fundraising, Marketing/Communications or related field preferred.
• 3+ years of experience in event planning, fundraising, or donor relations, preferably in a nonprofit setting.
• Proficiency in using CRM systems (Bloomerang) and event management software.
• Strong project management skills with the ability to multitask and manage multiple deadlines.
• Excellent interpersonal and communication skills; capable of building strong relationships with donors, sponsors, and volunteers.
• Demonstrated creative problem-solving and event innovation skills.
• Exceptional communication (verbal and written) talent.
• Capability of working both independently and as part of a team.
• Strong attention to detail with exceptional organizational skills.
• Flexibility to work evenings and weekends as needed for events.

Benefits

• Competitive salary ranging from $22.15 to $27.70 per hour.
• Opportunities for professional development and training.
• Supportive work environment focused on community and recovery.