Annual Fund and Database Manager

Job Title: Annual Fund and Database Manager

Department: Development

Classification: Full time, salary, exempt

Job Relationship:Reports to Vice President of Philanthropy and Communications. Supervises Development Associates I and II and assigned volunteers.

Position Summary:Responsible for annual fund development, including database management, donor stewardship, donor recognition, and oversight of the direct mail program.  Participates in Capital Campaign donor identification and tracking.  Supervises Gift Processing staff.

 Essential Job Functions:

Manages all aspects of APL Annual Fund donor recognition and donor cultivation

  • Develops and maintains relationships with donors that include foundations, corporations, community organizations and individuals.
  • Works with assigned donors as identified to increase their annual fund gifts.
  • Records actions and information accurately in Raisers Edge (RE)
  • Provides timely and accurate responses to donors’ concerns, requests, and gifts
  • Accurately maintains the APL’s annual fund and estate walls donor recognition programs as well as the cage sponsorship program.
  • Represents the APL well and provides good donor relations.
  • Prepares and evaluates department reports and demographical/prospect data
  • Assists with budget preparation, responsible for adhering to budget restrictions
  • Communicates with Vice President of Philanthropy and Communications on significant developments within the department

Manages all aspects of RE data entry and reporting

  • Works with Direct Mail firm to oversee the growth, success and accuracy of the direct mail program.
  • Works with Vice President of Philanthropy and Communications, Donor Relations Officer, CEO and consultants to document a moves management program in RE and report on its success.
  • Prepares reports and analysis to monitor annual fund and capital campaign solicitation process and to present ideas for future growth.
  • Oversees donor acknowledgement and entry where appropriate to contributions.

Oversees the production of APL Development and Outreach materials and documents

  • Works with direct mail firm to oversee the production of direct mail appeals and newsletters.
  • Monitors the work of staff members and volunteers who prepare direct mail and newsletter content.
  • Participates in, oversees and ensures deadlines are met for annual fund solicitations.
  • Assists Event Manager with development of event-related publications and mail lists, where appropriate.

Supports and assists with APL event coordination

  • Works with Events Manager in the planning and execution of donor receptions and stewardship events.
  • Oversees invitation list for stewardship and fund-raising events.
  • Represents the APL at fund-raising events as assigned.
  • Attends various APL special events, promotions, community events and serves as an APL representative as assigned.

Supervises gift processing staff members

  • Provides direct supervision to gift processing employees, including reviewing work performance, motivating direct reports to work more effectively, identifying problems with performance and solutions to those problems, determining training needs to improve performance, initiating measures to correct misconduct per APL policy, carrying out approved disciplinary actions, preparing and presenting performance appraisals.
  • Utilizes performance-based management when counseling and evaluating staff.
  • Provides orientation and training to employees and volunteers and ensures compliance with APL and department policies and procedures.
  • Develops measurable annual goals for direct reports and assures staff and volunteers are trained and coached to a level necessary to achieve the department’s and APL’s goals and mission.
  • Provides guidance and support to staff in meeting goals and works Vice President of Philanthropy and Communications to resolve staff personnel issues and conducts timely performance evaluations.
  • Identifies volunteer opportunities, assists with recruiting, assigning and supervising volunteers in the performance of their respective responsibilities within the department.
  • In conjunction with human resources, interviews and hires new staff members.

Performs other duties as assigned, including but not limited to:

  • Is visible to staff and actively supports staff and volunteers and promotes the development of skills related to the advancement of our goals and mission.
  • Represents the APL in a professional and courteous manner at all times.
  • Provides quality service to clients, volunteers, and staff, recognizing their individual contributions to the success of our organization.
  • Promotes a safe work environment by actively monitoring safety compliance of staff and taking immediate action to correct hazards.
  • Attends necessary meetings and provides feedback.
  • Communicates pertinent information to staff, managers and directors and communicates and problem solves with other managers.
  • Supports management and discusses differences privately.
  • Refers board or media inquiries to CEO.
  • Is flexible with scheduling, able to work extended hours as needed, and is available when away from the facility as needed to meet the needs of the organization.


  • Bachelor’s degree in nonprofit management or related field such as communications, public relations, marketing, or business.
  • Minimum 5 years of proven successful experience in the area of annual fund fundraising and database management. Three years of supervisory experience.
  • Demonstrated experience in RE database management required and writing Crystal Reports (RE Module) preferred.
  • Valid Ohio Driver’s License and insurable driving record

Knowledge and Skills

  • Must be computer literate in a Windows OS environment with in-depth knowledge of Microsoft Office applications; strong understanding of Excel worksheets, importing, exporting, and data presentation.
  • Excellent verbal and written skills are mandatory, as well as organizational skills, attention to detail, and ability to be self-motivated and disciplined.
  • Ability to work with wide diversity of individuals, including high-level corporate executives, managers, and donors.
  • Strongly Desired – Experience working with volunteers and knowledge of animal welfare.
  • Fear Free Certified or must become certified within six months of hire
  • Supports the APL’s desire to celebrate a diverse and inclusive culture that fuels the compassion that connects us to one another.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related duties required by their supervisor.  This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.