Development Database Associate

Development/Fundraising San Mateo, California


Position Title:                    Development Database Associate
Department:                      Development
Reports to:                         Chief Development Officer
Classification:                   Regular, Full-Time, Non-Exempt
Compensation:                 DOEE + Full Benefits Package     


Agency Description:  Founded in San Mateo, California, in 1964, Caminar’s thriving programs and services serve more than 14,000 individuals annually across San Mateo, Santa Clara, San Francisco, Solano, and Butte Counties. Our nonprofit organization’s portfolio of behavioral health and supportive services empowers and supports individuals and families to move toward resilience, wellness, and independence. And, we are expanding our capacity to address the increasingly complex needs of individuals and families.  


Position Description:     Reporting to the Chief Development Officer, the Development Database Associate collaborates closely with colleagues to execute development and marketing programs that build engagement in the work of Caminar. The Development Database Associate will have an integral role in achieving the organization’s annual fundraising goals. The Associate will provide essential support that promotes smooth and efficient operations, devise donor database system enhancements, perform data analysis and ensure the consistency of operations. A commitment to high quality customer services is imperative.


We are working to grow our donor engagement and dollars to fuel innovation and growth, so that more people can receive the optimal help they need to become more resilient and independent. For the right candidate, this role will provide a rewarding opportunity to leverage excellent process management, operations, and technical skills. The successful candidate will work in a learning, collaborative environment with opportunities for professional growth.


Essential Duties & Responsibilities:

  • Work to ensure continuity and usability of the development department’s operations and procedures, both within the department and across the organization as needed.
  • Gift Processing and Acknowledgements:
  • Process all gifts from individuals, corporations, foundations, and organizations.
  • Generate gift acknowledgement letters, receipts, and pledge reminders.
  • Manage and coordinate monthly reconciliation and annual audit requests with the finance team.
  • Respond to requests for information from donors, volunteers, and staff in a professional and timely manner.
  • Perform all functions with a high degree of accuracy and confidentiality.
  • Support the department in keeping the donor prospect pipeline moving. Perform research and analysis. Develop systems and procedures for effectively tracking pipelines of donors and facilitating information maintenance.
  • Create and generate analytical reports, dashboards, mailing lists, and other data files that are responsive to the needs of the development team and organization.
  • Ensure that all reports are accurate, timely, and reflect the work of the department.
  • Develop and produce reports that assist the team in meeting the metrics for all work plan and project plan items.
  • Manage all donor database activities, including documenting procedures and devising and enforcing data quality standards throughout the department to ensure the proper input and output of data.
  • Support the delivery of high quality donor services and volunteer relations.
  • Manage event registrations and follow-up.
  • Participate on event planning committees and support event production.
  • Conduct prospect research as requested.
  • Manage volunteer requests and work with development team and program representatives to determine current volunteer needs and opportunities.
  • Drive own or agency vehicle to meetings and other venues, as required, documenting and reporting mileage according to agency procedures; comply with agency vehicle policy at all times.
  • Complete and submit accurate time sheets and absence reports to management in a timely manner.
  • Perform other duties assigned.


Requirements, Qualifications, Skills, & Abilities:

  • Must be passionate about Caminar's mission.
  • Two years of related professional experience and Bachelor’s degree preferred.
  • Must have strong computer skills, including experience with Microsoft Office (Word, Excel, Publisher, etc.), mail merge, and Google Docs. Database management experience is required.
  • Interest in fundraising. Prior experience in fundraising, donor database and/or Customer Relationship Management (CRM), marketing, sales, or customer service preferred.
  • High attention to detail.
  • Must have excellent interpersonal and project management skills, with an ability to work with diverse groups.
  • Prior experience organizing meetings and events helpful.
  • Demonstrated project management and time management skills and ability to manage multiple priorities.
  • Willingness to work occasional evenings and weekends.
  • Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization in a positive manner at all times.
  • Must demonstrate acceptable level of maturity, good judgment, and emotional stability.
  • Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
  • Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
  • Oral and written communication—speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings. Completes written progress notes and other formal communications skillfully and professionally.
  • Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
  • Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
  • Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
  • Safety and security—actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
  • Must be a dynamic self-starter with demonstrated ability to work independently on special projects.


Physical, Environmental and Mental Requirements:

  • Physical: Occasionally required to push/pull objects up to 50 lbs, and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, and sit for extended periods.
  • Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the English language.
  • Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
  • Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.
  • Equipment: Frequently required to use a computer, phone, and fax machine.


Special Requirements:

  • Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices.
  • This position will require frequent driving so maintaining a valid CA driver license, reliable personal automobile, a clean driving record, and current insurance as required by law are essential job requirements.



Caminar is a leader in providing innovative client-oriented behavioral health services and is proud to be an equal opportunity employer.  We celebrate diversity and are committed to creating an inclusive environment for our team.  Please visit our web site at