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Chesapeake Bay Maritime Museum

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Advancement Database Coordinator (PT) (66669)

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The Advancement Database Coordinator provides essential administrative and data support to CBMM’s Advancement team. This role supports the day-to-day management of donor information, gift processing, reporting, and donor research activities, helping ensure accurate records and effective stewardship of CBMM’s donor community.

This position works regularly within CBMM’s CRM system to maintain data quality, support reporting needs, and assist with database-related functions such as data entry, imports/exports, and record updates. The role works closely with the Director of Advancement and team members to support fundraising operations, donor communications, and departmental coordination.

PRIMARY RESPONSIBILITIES

Administrative & Advancement Support

  • Provide general administrative support to the Advancement team, including scheduling, document preparation, and coordination of materials.
  • Assist with donor communications and mailings, including preparing correspondence, supporting stewardship efforts.
  • Support event preparation and follow-up activities, including tracking attendance and donor engagement.
  • Maintain organized electronic and physical records related to Advancement operations
  • Perform other duties as assigned in support of departmental goals.

CRM & Donor Data Support

  • Support donor research efforts, including gathering and organizing publicly available information to inform fundraising and stewardship activities, in alignment with established practices.
  • Maintain accurate and current constituent records, including gift entry, contact updates, donor interactions, event tracking, and relevant donor research information.
  • Assist with CRM-related functions such as data entry, imports/exports, record updates, and basic report generation.
  • Support ongoing data maintenance efforts, including duplicate review, record cleanup, and periodic audits to ensure data integrity.
  • Help ensure adherence to established data standards, naming conventions, and best practices for recordkeeping.
  • Assist with maintaining donor data and supporting database-related functions across systems such as CRM platforms and related tools (e.g., DonorSearch, Omatic), following established processes and guidelines.
  • Assist in documenting processes and maintaining internal reference materials related to database use.

Gift Processing & Reporting

  • Process gifts and ensure accurate recording of donations, pledges, and related documentation.
  • Prepare and process donor acknowledgements within a two-week turnaround, ensuring accuracy and appropriate classification of gift types (annual, tribute, planned, etc.)
  • Generate routine and periodic reports to support Advancement activities, including donation. activity, membership updates, and mailing lists.
  • Assist in preparing donor data for reports, publications, and internal tracking (e.g., annual reports, campaign updates).

Confidentiality & Data Integrity

  • Maintain a high standard of confidentiality with all donor, member, and prospect information.
  • Handle sensitive data with professionalism and attention to detail.
  • Support a culture of accuracy, consistency, and accountability in donor data management.

WORK SCHEDULE

  • This is a part-time, non-exempt position expected to work approximately 25–30 hours per week.
  • This position will be onsite at the Chesapeake Bay Maritime Museum.
  • Hours are generally scheduled during standard business hours (8:30 AM–5:00 PM).
  • Occasional flexibility may be required for events or deadlines.
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