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Catholic Charities of TN

Database and Prospect Research Coordinator

Catholic Charities of TN


Job Summary

Responsible for effectively managing and implementing a comprehensive fundraising database system and supporting stewardship activities, including gift processing and acknowledgments. Performs giving history analysis and reports findings. Researches donor prospects and prepares written analyses of propensity, giving history, and wealth screening, to engage and upgrade new and existing donors. Works in concert with development and communications staff in a multi-channel development and communications effort designed to increase the pipeline of friends, donors, community members, and other important constituents. 

Job Responsibilities

  • Maintains integrity of data in the fundraising database, including oversight of gift entry, to support activities of prospect and donor screening, review, and prospect mining.
  • Executes key elements of the stewardship program, including oversight of donor acknowledgment letters and tax gift receipts.
  • Effectively manage a small stewardship portfolio, professionally communicating with donors and other stakeholders in a manner that deepens affinity.
  • Responsible for all philanthropic reporting functions for the purpose of tracking and evaluating the fundraising program performance.
  • Under direction from the Director, Mission Advancement, prepares lists for annual fund outreach and solicitation. 
  • Conduct prospect research to support growing the major gifts and annual giving programs.
  • Prepares and provides collated research briefings for all potential donors, charitable foundations, and corporate philanthropy.
  • Produces regular weekly and monthly reports with written interpretation and recommendations for follow-up, to enable stewardship and ongoing solicitation. 
  • Identifies problems with database architecture related to data entry and reporting function and makes recommendations for improvements, working with the Director, Mission Advancement, IT department, consultants, and developers.
  • Manages all imports and exports of data.
  • Assists with planning and implementation of prospect management research procedures.
  • Maintains tools to track and report progress toward individual and team development goals.
  • Provides support as needed for all development staff in prospect and donor activity and documentation in the database to ensure up-to-date profiles.
  • Ensures that comprehensive donor information is entered to benefit the organization’s fundraising and communications efforts. Troubleshoots technical issues. Evaluate needs and make recommendations for upgrades, fixes, plug-ins, etc.
  • Communicates regularly with volunteer management staff to ensure prospect and donor information in the development database includes appropriate volunteer activities.
  • Stays abreast of best practices in fundraising data management and reporting and provides intelligence on new trends.
  • Maintains records and schedules for donor reporting requirements, including gift agreements and naming opportunity agreements.
  • Creates prospect and donor reports for Board and committee meetings, per established schedule.
  • Assists with content for annual report, and identification of donors to be included and recognized at special events and programs.
  • Under direction from the Director, of Mission Advancement, updates internal policy and procedural documents as needed to reflect changes in the organization’s operations.
  • Maintain accurate donor/solicitation records according to agency guidelines, using the database(s) provided by the agency and within the agency’s time frame.
  • Actively participate in supervision sessions, periodic team meetings, and training.
  • Performs other duties as assigned.


Education and/or Experience

  • Bachelor’s degree in marketing/communications or related field.
  • Working knowledge of professional fundraising and best practices.
  • Familiarity with research techniques for fundraising prospect research.
  • Proven experience with database management, prospect management, and report preparation.
  • Demonstrated skill in managing multiple priorities and projects on very tight deadlines, with a proven ability to multi-task with a high sense of purpose and urgency.

Additional Skills or Requirements

  • Strong oral and written communication skills. 
  • Effective interpersonal skills with the ability to confidently meet and talk with donors face to face, and to collaborate in a team-oriented approach to achieve results.
  • Must be detail-oriented and able to prioritize workflow and work independently.
  • Proficient with Microsoft Office applications, and Salesforce database, including the ability to create standardized and customized queries and reports analyze data, identify trends, and make recommendations for process improvements.
  • A current driver’s license is required. Ability to legally operate a motor vehicle and provide own transportation.  

Additional Information


  • Ten (10) vacation days.
  • Twelve (12) personal days.
  • Eighteen (18) paid holidays.
  • 403B plan with company match.
  • Pension plan.
  • Health insurance, vision, and dental coverage.
  • Employee Assistance Program.
  • Voluntary benefits.

How to Apply

Qualified candidates should send a resume and a cover letter detailing interest, desired salary, and available start date to https://recruiting.paylocity.com/recruiting/jobs/Details/2341489/CATHOLIC-CHARITIES-OF-TENNESSEE-INC/Database-and-Prospect-Research-Coordinator

Catholic Charities of Tennessee is an equal opportunity employer. Catholic Charities does not discriminate in regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.

Satisfactory completion of a background and reference check is required.


  • Date Posted: April 9, 2024
  • Type: Full-Time
  • Job Function: Fundraising / Revenue Development
  • Service Area: Social / Human Services
  • Working Hours: 37.5 hrs./wk.