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Database and Research Coordinator

Ronald McDonald House of Fort Worth
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About the Company

The Ronald McDonald House of Fort Worth provides a supportive, home-like environment for families with seriously ill or injured children, helping them stay close during challenging times. Established in 1981, the House has grown to accommodate 57 families every night, expanding alongside local hospitals to meet increasing needs. Located steps from Cook Children's Medical Center and THR Harris Methodist Hospital, we also operate the Ronald McDonald Family Room inside Cook Children’s to provide additional support. By offering a place to rest, eat, and find comfort, we help families focus on their children’s health journey.

 

About the Role

OVERVIEW: The Database and Research Coordinator supports the Development team by ensuring accurate processing, acknowledgment, and reporting of all gifts. This role maintains the organization and integrity of the donor database, assists with data analysis and prospect research, and provides support for select grant writing and the Event-in-a-Box program.

 

JOB DUTIES:

Database Management 

  • Serve as the primary day-to-day administrator for RMHFW’s CRM software
  • Ensure accurate capture of all donor and gift activity within the CRM, and maintain overall database integrity, including elimination of duplicate and inconsistent records
  • Update donor portfolios held by the development team and CEO on a semiannual basis
  • Train and support staff on database best practices and maintain up-to-date policies, procedures, and training materials

 

Weekly Deposit and Finance

  • Ensure timely, personalized gift processing 
  • Record and process all forms of gifts within the CRM and appropriate financial logs 
  • Prepare weekly deposit documentation for review and approval by the CDMO and submission for bank deposit by the CFO 
  • Assist finance team with reconciliation between donor database and QuickBooks on a monthly basis
  • Assist the finance team with any special projects throughout the year
  • Coordinate with Development and Finance teams to track event sponsorship payments

 

Donor Records, Acknowledgment, and Stewardship

  • Manage donor acknowledgment and receipt processes, including weekly gift acknowledgments, sponsorships, tax letters, post-event tax documentation, and first-time donor outreach.
  • Execute personalized stewardship efforts, including thank-you calls, crafting tailored letters, Gratavid messages, birthday tracking, and other donor engagement activities.
  • Maintain accurate donor records and assigned portfolios, including semiannual portfolio updates for development staff and the CEO.
  • Prepare donor reports, mailing lists, and labels to support appeals and stewardship efforts. Ensure donor addresses meet USPS standards and remain current.
  • Track, document, and submit matching gift information and related forms to ensure timely acknowledgment and processing.
  • Provide additional donor and stewardship reporting support as requested by the Development team.

 

Prospecting and Research 

  • Prospect and develop donor giving profiles across key revenue streams, including grants, corporate partnerships, sponsorships, major gifts, direct mail, meals program, and third-party fundraising
  • Conduct proactive prospect research to identify new funding partners
  • Stay up to date on best practices for data tracking and data management, and share recommendations to improve data integrity 
  • Collect and present data to develop solutions and aid decision-making for the Development and Marketing Team, as requested

 

Grant Writing

  • Assist in researching and drafting grant proposals in collaboration with the Chief Development and Marketing Officer 
  • Gather data, impact stories, and program metrics to support compelling, mission-aligned proposals and grant reporting

 

Event-in-a-Box Program

  • Support and coordinate the Event-in-a-Box program, including logistics and outreach 
  • Maintain ongoing relationships with Event-in-a-Box participants and provide stewardship touchpoints to encourage repeat participation
  • Coordinate with the Community and Donor Engagement Manager to schedule speaking engagements as needed
  • Coordinate with the marketing team to create templates, materials, and collateral to support the program
  • Track participation and engagement metrics and recommend improvements to strengthen program effectiveness as participation grows

 

Additional Responsibilities

  • Work annual signature events
  • Complete other duties as assigned

 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The employee may be required to lift up to 25 pounds
  • The employee will be required to work extensively on a computer

 

Qualifications

  • Bachelor’s degree or equivalent work experience.

 

Required Skills

  • Proficient in Microsoft Office, specifically Excel, including data organization, analysis, and mail merge.
  • Excellent organizational skills.
  • High-level attention to detail and data accuracy.
  • Ability to prioritize duties and meet deadlines on a consistent basis.
  • Ability to manage assigned responsibilities with appropriate supervision and guidance.
  • Demonstrated sound judgment and willingness to ask questions and seek guidance when appropriate.
  • Ability to function as a team member and work effectively across departments.
  • Strong verbal and written communication skills, including the ability to draft professional letters.

 

Preferred Skills

  • Previous non-profit experience
  • Experience in finance or accounting
  • Previous experience with Bloomerang or other donor database software

 

Equal Opportunity Statement

Ronald McDonald House of Fort Worth is proud to be an equal opportunity employer. Our goal is to be a diverse workforce that is representative, at all job levels, of the families we serve. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided based on qualifications, merit, and business need.

 

For a full job description visit: https://rmhfw.org/employment

 

To apply for this position, send your resume and cover letter with salary expectations to resumes@rmhfw.org.