Database Coordinator

Database Coordinator

Title:                           Database Coordinator
Classification:           Full-Time, 30-35 hours per week Non-exempt
Department:             Development Department
Reports to:                Director of Operations and Events
Compensation:        DOE

Position Summary:

Ganna Walska Lotusland, a beautiful non-profit botanical garden in Montecito, California, seeks qualified candidates for a new Database Coordinator position.

This position provides: 1) skilled and reliable management of Lotusland’s CRM (SalesForce); 2) administrative support and tracking of membership projects and activities, 3) Daily data entry and maintenance of data standards and quality.

The Database Coordinator collaborates with the Development and Accounting teams to ensure that gifts are recorded and allocated accurately, and reconciles monthly and yearly totals.

The successful candidate must be highly organized and professional, and be able to quickly master new software applications. This team player is communicative, has strong interpersonal skills, and is able to maintain confidentiality with sensitive information. Strong analytical skills and attention to detail, and a commitment to provide excellent customer service are requirements of the position.

Primary Responsibilities

Gift Processing and Acknowledgement

  • Daily entry, tracking, coding and processing into SalesForce all contributions including: general donations, memberships, gifts of securities, grants, memorials/tributes, in-kind gifts, special campaign gifts, event tickets, and Lotus Society (gifts to endowment) contributions.
  • Track, issue reminder mailings, and process pledges and pledge payments.
  • Track and process bequests and planned giving.


  • Work with the Development team to produce and analyze reports of donors, members, and visitors to support a broad range of development activities.
  • Conduct monthly data reconciliation between CRM and accounting software in collaboration with Lotusland’s accounting team.
  • Manage quarterly compilation and editing of Lotusland Newsletter donor listings.
  • Supply yearly reporting, including compilation and editing of annual donor listings.

Database Management

  • Manage Lotusland’s SalesForce instance including creating user accounts and training staff on best practices and effective use of SalesForce
  • Create SOP documentation for data management and gift processing
  • Identify customization needs and utilize support teams as needed.
  • Ownership of Non-living collections management articles data entry.
  • Responsible for the day-to-day configuration, support, maintenance, and improvement of the database
  • Plan ahead for additional customizations, upgrades, and long-term projects.

Administrative and General Support

  • Cross-train to provide coverage of the Reception Desk as needed.
  • Support fundraising, accounting, marketing, and public programs activities with related data and reporting
  • Work with the Visitor Services team to ensure quality data across all SalesForce apps and functions
  • Attend department meetings take notes as needed
  • Maintain professional and warm relations with donors, volunteers, and board members.
  • Support special projects, events, and perform other position-related duties as assigned.
  • Must have a valid driver’s license and reliable transportation as Lotusland is not accessible by public transportation.  Occasional driving of an electric cart inside Lotusland is required.


Essential Requirements:

The successful candidate must be technologically savvy including experience with databases, be able to quickly master new software applications, be sensitive to confidential information, will possess excellent social skills and the ability to interact with high-level donors, demonstrate excellent phone skills and be a congenial and collaborative team player. Experience with non-profits and donor management is helpful.

Knowledge, Skills, and Abilities:

  • Working as a member of the Development team, the Database  Coordinator must have experience managing database software (ideally fundraising software) and its uses. Proficiency with SalesForce is desired.
  • Mastery of Microsoft Office applications, including Outlook, Word, Excel and Teams.
  • Ability to manage multiple ongoing projects and meet deadlines in a fast-paced and professional environment.
  • Superior organization skills and attention to detail.
  • Organizational and planning skills, able to establish and enforce policies & procedures
  • Able to communicate clearly and effectively both verbally and in writing.
  • Able to communicate clearly in the English language by phone and two-way radio.
  • Ability to maintain confidentiality, discretion and sensitivity to protect personal and financial donor information and anonymity.
  • Exhibits excellent interpersonal skills and the ability to interact in a cooperative manner with members, staff, volunteers, and the general public.

Education & Experience:

  • Associate’s degree or Bachelor’s Degree preferred.
  • Minimum of three years of administrative experience, preferably in the non-profit industry.
  • Minimum of two years of database administration.
  • Strong software experience with business applications and ability to learn new software as needed.

Work Environment:

  • Lotusland’s administrative offices are situated in a historic two-story estate located on a 37 acre garden property. Must be comfortable in an office environment within the garden setting of Lotusland. Requires working outside at times.
  • Frequent work on the telephone and computer (repetitive movement – typing)
  • Frequent standing, sitting, walking, climbing stairs and bending with occasional lifting of light to moderate loads (25 lbs).

The Database Coordinator must be able to perform each requirement of the position as outlined in the job description.  The Work Environment characteristics are representative of those that may be encountered while on the job.  Lotusland will make reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. Lotusland is an Equal Opportunity Employer.


To apply, send (3) items:  Your resume, a cover letter and three references to:

No phone calls, please.

Lotusland is an Equal Opportunity Employer.