APA! BACKGROUND: Austin Pets Alive! (APA!) is one of Austin’s most dynamic and beloved nonprofits. The organization leads the No Kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues, treats, and adopts out 10,000 homeless dogs and cats each year, providing the safety net for Austin’s most at-risk shelter pets, which helps Austin to be a No Kill city, while also assisting other communities in saving homeless animals. The organization is distinguished by its large volunteer workforce and the scrappiness of its grassroots and its non-traditional, community-based animal rescue work.

The organization continues to innovate best practices to save lives and spreads its impact by offering resources and mentorship related to its renowned lifesaving model through American Pets Alive!, APA!’s national division. In 2020, American Pets Alive! began the Human Animal Support Services (HASS) - an innovative initiative aimed at rethinking the traditional model of animal sheltering. It focuses on supporting both people and pets in the community to reduce the number of animals entering shelters and improve outcomes for both. The project encourages collaboration between animal welfare organizations and community-based services, with a goal of providing personalized, proactive support

that positions animal welfare as a social service.

POSITION SUMMARY: The Data Entry Coordinator - Advancement Team plays a key role in advancing the goals of APA!’s Advancement Team. This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high-impact model for philanthropy.

The Data Entry Coordinator - Advancement Team is responsible for managing their daily responsibilities, maintaining clear priorities, and delivering consistent, high-quality work that aligns with APA!’s values and goals. This includes staying organized, using data or feedback to inform decisions, and following through on key tasks and responsibilities with minimal oversight. This is a hands-on, mission-driven role focused on results, reliability, and teamwork.

APA! is a volunteer-powered organization, so every staff member is expected to work alongside and support volunteers. The Data Entry Coordinator - Advancement Team collaborates closely with volunteers to complete day-to-day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect. Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited, trained, and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers, including assisting with onboarding, training, and volunteer engagement as part of the day-to-day workflow.

This position may involve shift flexibility, weekend hours, and responsiveness during times of high need.

Austin Pets Alive!’s Data Entry Coordinator - Advancement Team works under the supervision of the Manager of Advancement Data & Operations to perform basic data management such as data cleaning and processing, as well as entering donor and gift information, ensuring the database effectively captures constituent and gift information. The role plays a key part in supporting the solicitation and stewardship of gifts to APA! and the person who fills it must be experienced in donor management systems as well as rules around the management of gifts. Basic data management skills such as data cleaning, processing, and analysis also play an integral part of the role. The Data Entry Coordinator - Advancement Team will work with leadership and other staff to support the production of fundraising reports and generating qualified lists, when needed.

ESSENTIAL FUNCTIONS

• Actively contribute to a volunteer-powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment
• Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed
• Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program
• Help retain volunteers by offering encouragement, guidance, and feedback during shared work
• Recommend strong volunteers for deeper involvement or specialized roles to your supervisor or volunteer manager
• Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts
• Help set volunteers up for success by clearly explaining tasks, providing hands-on guidance, and offering in-the-moment support

High-Volume Gift Processing & Complex Transaction Entry

• Execute daily, high-volume data entry for all incoming financial gifts across online and offline channels, maintaining speed and 100% accuracy.
• Process complex transactions requiring specific coding logic, including recurring donations, tribute/memorial gifts, Employer Matching Gifts, Donor-Advised Funds (DAF), Qualified Charitable Distributions (QCDs), wire transfers, lockbox check files, ACH batches, and in-kind contributions.
• Maintain accurate transaction histories, pledge schedules, campaign tags, and fund allocation codes in accordance with organizational policies and IRS guidelines.

Database Maintenance, Data Cleaning, & Records Integrity

• Perform ongoing database health tasks in Virtuous CRM, including constituent duplicate resolution, household merges, address standardization, and updating contact details.
• Manage biographical records, relationship links, communication opt-ins, and donor preference tags to ensure accurate segmentation and reporting.
• Import, clean, and map multi-source donor data files using advanced Google Sheets/Excel functions (e.g., VLOOKUP, pivot tables, text manipulation formulas) prior to CRM upload.

Acknowledgment Processing & Donor Stewardship Support

• Generate and issue daily/weekly tax receipts and personalized donor acknowledgment letters matching IRS documentation standards.
• Prepare automated mail merges, digital receipt batches, and custom thank-you templates for various giving levels.
• Assist the Manager of Advancement Data & Operations with preparing daily gift summaries, pledge reminders, and mail/email distribution lists.

Finance & Operations Collaboration

• Reconcile daily and weekly transaction logs against bank deposit records, check batches, and finance spreadsheets.
• Liaise with the Finance team to resolve coding discrepancies, pass-through gifts, and credit card processing exceptions.
• Provide administrative and operational data support to frontline fundraisers and team leads as needed.

The above statements are intended to describe the general nature and levels of work to be performed and are not intended to be an exhaustive list of all duties.

OTHER FUNCTIONS:

• Must demonstrate dependability, accountability, time management, use of reasoning, and good judgment skills.
• Attend and participate in all required training sessions and meetings.
• Maintain open and consistent communication with the Manager of Advancement Data & Operations and the Advancement Team.
• Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis.
• Able to work in a high-volume, fast-paced, high-stress environment.
• Able to react to change productively and perform other duties as assigned.
• Comfortable working autonomously when given goals and deadlines.

QUALIFICATIONS, SKILLS, & EXPECTATIONS:

• Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart
• Commitment to APA!'s customer experience expectations
• Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission
• Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
• Comfortable working cross-functionally and serving as a liaison between volunteers, customers, and team members
• Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials
• Self-starter with strong time management; able to work independently and collaboratively
• Excellent interpersonal skills; maintains a calm and professional presence in all situations
• Strong attention to detail and high standards for quality
• Adaptable to change and able to perform related duties as needed
• Dedicated to delivering an exceptional and inclusive customer experience
• Experience: Minimum 2 years of hands-on experience in high-volume data entry, database administration, or transaction processing in a nonprofit or corporate setting.
• Technical & CRM Proficiency: Demonstrated proficiency in donor databases/CRMs. Experience with Virtuous CRM is strongly preferred.
• Spreadsheet Capabilities: Advanced working knowledge of Google Sheets and Microsoft Excel (data cleaning, formulas, batch imports, data validation, and formatting).
• Precision & High-Volume Capacity: Proven track record of handling high-volume repetitive tasks with speed, focus, and exceptional attention to detail.
• Problem Solving: Ability to navigate nuanced data entry rules, identify discrepancies, and follow Standard Operating Procedures (SOPs).
• Mission Alignment: Passion for animal welfare and commitment to APA!'s mission and values.
• Regularly scheduled on-site work days at APA!’s three campuses, as well as remote work days. The schedule for these days will be determined in collaboration with the Manager of Advancement Data & Operations and the Advancement Team.

PHYSICAL JOB REQUIREMENTS

• Must be able to sit at a computer for extended periods of time.
• Must be able to work around animals (including diseased, injured, and/or potentially aggressive animals), loud noises, and inclement weather.
• Must be able to visually observe people and animals from up to 150 feet away
• Ability to hear normal speech at close contact and shouting up to 150 feet away with the ability to hear and discern dog vocalizations both soft and loud
• Will sit, stand, walk, talk, hear, stoop, bend, stretch, squat, kneel, grasp, grip, put fingers together firmly and reach above and below shoulder level, lift and/or carry up to 30 pounds and push and pull up to 50 pounds for situations of moving supplies and setting up for events; repetitively use hands to operate computers; flex the neck upward and downward; twist the neck and the waist.
• If reasonable accommodations are requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship to the organization.

WORK ENVIRONMENT

• Animal shelter office environment, with exposure to environmental conditions that include working with and near animals.
• Exposure to unpleasant odors and noises.
• Rapid pace with exposure to potential hazards including animal waste, disinfectants, and high levels of noise
• Potential for animal bites and scratches and diseases that can be transmitted from animals to people
• Uses own transportation to travel and transport.
• Occasional after-hours or weekend work may be required to support program needs.

TIME COMMITMENT

• This is a full-time, exempt position with an average of 40 hours per week.
• Shift and schedule flexibility is required, as weekly schedule is subject to change
• Able to work evenings, weekends, and holidays as needed

WORKING RELATIONSHIPS

• This position reports to the Manager of Advancement Data & Operations.
• This position works closely with the Advancement team, Accounting team, and volunteers.

LOCATION(S)

• Hybrid (must live in Austin area)
• APA! Main Campus (Town Lake Animal Center) - 1156 West Cesar Chavez Austin, TX 78703
• APA! Tarrytown Campus - 2414 Exposition Blvd, Suite B-100, Austin, TX, 78703
• APA! Shelter Pet Hospital - 4942 US-290, Austin, Texas 78735
• May travel to offsite locations as needed

BENEFITS

Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees, including subsidized employer-sponsored medical coverage, subsidized and voluntary life insurance, voluntary dental, vision, and short-term disability options, all effective the first day of employment. We also offer voluntary wellness and emergency sick plans, up to 2% match on 401(K) retirement plan, supplemental benefits, flexible spending accounts, and additional life coverage. Full-time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment, with an additional 5 days of PTO accrual upon completion of 12 months of employment. Employees will also receive professional development opportunities through APA!’s ongoing mission to advance our animal welfare professionals in our life-saving work.

EQUAL EMPLOYMENT OPPORTUNITIES AND ACCOMMODATIONS STATEMENT

Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color, LGBTQ people, women, transgender and gender non-conforming people, and people with disabilities to apply.

Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, community focus, and innovation.

APA! is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation, please contact Talent Acquisition at job@austinpetsalive.org at least one week in advance of your interview.