Employment

Database and Research Coordinator, Development Team

Reports To: Community and Donor Engagement Manager

Direct Reports: None

WORK HOURS: 40 hours per week; Non-Exempt position

APPLY FOR THIS JOB: Send your resume and cover letter with salary expectations to resumes@rmhfw.org.

OVERVIEW: The Database and Research Coordinator supports the Development team by ensuring accurate processing, acknowledgment, and reporting of all gifts. This role maintains the organization and integrity of the donor database, assists with data analysis and prospect research, and provides support for select grant writing and the Event-in-a-Box program.

JOB DUTIES:

Database Management

• Serve as the primary day-to-day administrator for RMHFW’s CRM software

• Ensure accurate capture of all donor and gift activity within the CRM, and maintain overall database integrity, including elimination of duplicate and inconsistent records

• Update donor portfolios held by the development team and CEO on a semiannual basis

• Train and support staff on database best practices and maintain up-to-date policies, procedures, and training materials Weekly Deposit and Finance

• Ensure timely, personalized gift processing

• Record and process all forms of gifts within the CRM and appropriate financial logs

• Prepare weekly deposit documentation for review and approval by the CDMO and submission for bank deposit by the CFO

• Assist finance team with reconciliation between donor database and QuickBooks on a monthly basis

• Assist the finance team with any special projects throughout the year

• Coordinate with Development and Finance teams to track event sponsorship payments

Donor Records, Acknowledgment, and Stewardship

• Manage donor acknowledgment and receipt processes, including weekly gift acknowledgments, sponsorships, tax letters, post-event tax documentation, and first-time donor outreach.

• Execute personalized stewardship efforts, including thank-you calls, crafting tailored letters, Gratavid messages, birthday tracking, and other donor engagement activities.

• Maintain accurate donor records and assigned portfolios, including semiannual portfolio updates for development staff and the CEO.

• Prepare donor reports, mailing lists, and labels to support appeals and stewardship efforts. Ensure donor addresses meet USPS standards and remain current.

• Track, document, and submit matching gift information and related forms to ensure timely acknowledgment and processing.

• Provide additional donor and stewardship reporting support as requested by the Development team. Prospecting and Research

• Prospect and develop donor giving profiles across key revenue streams, including grants, corporate partnerships, sponsorships, major gifts, direct mail, meals program, and third-party fundraising

• Conduct proactive prospect research to identify new funding partners

• Stay up to date on best practices for data tracking and data management, and share recommendations to improve data integrity

• Collect and present data to develop solutions and aid decision-making for the Development and Marketing Team, as requested Grant Writing

• Assist in researching and drafting grant proposals in collaboration with the Chief Development and Marketing Officer

• Gather data, impact stories, and program metrics to support compelling, mission-aligned proposals and grant reporting Event-in-a-Box Program

• Support and coordinate the Event-in-a-Box program, including logistics and outreach

• Maintain ongoing relationships with Event-in-a-Box participants and provide stewardship touchpoints to encourage repeat participation

• Coordinate with the Community and Donor Engagement Manager to schedule speaking engagements as needed

• Coordinate with the marketing team to create templates, materials, and collateral to support the program

• Track participation and engagement metrics and recommend improvements to strengthen program effectiveness as participation grows

Additional Responsibilities

• Work annual signature events

• Complete other duties as assigned

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• • The employee may be required to lift up to 25 pounds

  • The employee will be required to work extensively on a computer

QUALIFICATIONS:

• Bachelor’s degree or equivalent work experience

• Proficient in Microsoft Office, specifically Excel, including data organization, analysis, and mail merge

• Excellent organizational skills

• High-level attention to detail and data accuracy

• Ability to prioritize duties and meet deadlines on a consistent basis

• Ability to manage assigned responsibilities with appropriate supervision and guidance

• Demonstrated sound judgment and willingness to ask questions and seek guidance when appropriate

• Ability to function as a team member and work effectively across departments

• Strong verbal and written communication skills, including the ability to draft professional letters

  Preferred:

• Previous non-profit experience

• Experience in finance or accounting

• Previous experience with Bloomerang or other donor database software

Family Services Liaison – Weekend, Family Services Team

Reports To: Family Services Manager

Direct Reports: None

WORK HOURS: Non-exempt, Part-time (no benefits), every other weekend on Saturday & Sunday from 9AM-6PM, Holidays and as needed

APPLY FOR THIS JOB: Send your resume and cover letter with salary expectations to kennedy.onuam@rmhfw.org.

OVERVIEW: The primary responsibility of the Family Services Liaison is to serve as support to the Family Services Manager and Coordinators. The Family Services Liaison is knowledgeable of the mission, goals, and objectives of the Ronald McDonald House of Fort Worth (RMHFW) and assists with all areas of operations.

JOB DUTIES:

OPERATIONS COORDINATION

• Ensures clear communication with families on all House policies and procedures
• Communicates accurate eligibility criteria to referral sources and families
• Works with the Family Services Manager and Family Services Coordinators to
  ensure an effective transition for coverage.
• Performs background checks on all adults 18 years and older staying at the Ronald McDonald House of Fort Worth
• Performs daily review of census and coordinates with the Family Services
  Manager and other Family Services Coordinators on the room availability
  status
• Performs check-in and check-out procedures
• Assists in kitchen/dining area during breakfast/lunch and clean up
• Communicates with the Family Services Manager and Family Services Coordinators regarding family issues
• Being available during your work schedule shift or holiday periods
• Maintains supply of all Ronald McDonald House of Fort Worth printed materials, including guest packets, and all operations forms
• If applicable, assists with transactions and recording of the day’s activity to the daily log, proper documentation of monetary room contributions, merchandise sales, and accounting for all receipts
• Assists in the morning opening of the facility (playroom, family rooms, breakfast items)
• Performs other duties as assigned

FACILITY SUPPORT

• Monitoring and aware of individuals and groups that have access to the house
  Communicates house needs with contract janitorial staff during the designated work hours
• Maintains working knowledge of RMHFW Crisis Manual and responds appropriately to emergencies and incidents in accordance with RMHFW policies
• Conducts daily inspections of the House, grounds to identify safety, maintenance, housekeeping, and overall appearance issues, and coordinates resolution with the Family Services Manager, maintenance, or service providers; reports maintenance issues as needed
• Directs the resolution of maintenance issues to ensure the safety of guest families during designated morning work hours
• Ensures the cleanliness and readiness of rooms before family check-in when applicable

FAMILY SERVICES

• Demonstrates an atmosphere of warmth, compassion, and support always to ensure a nurturing atmosphere
• Maintain positive guest relations
• Effectively communicates with referral sources regarding family
  dynamics, residency status, and any other family concerns
• Coordinates check-in and check-out process with the Family Services
  Manager and Family Services Coordinators.
• Provides information to families on current community activities and events in the DFW area, including coordinating RMHFW passes to local attractions
• Coordinates the disbursement of all tickets to events that have been donated to the house, working with the Family Services Manager and Family Services Coordinators to select families to attend
• Organizes transportation for families if necessary

VOLUNTEER/COMMUNITY RELATIONS

• Provides support and direction to volunteers in collaboration with the Volunteer Services Manager and Family Services Manager
•  Ensures that all donations other than monetary donations are entered properly
• Assist the cooking groups with food storage and kitchen clean up
• Conducts tours for volunteers and groups as needed
• Maintains an awareness of onsite meetings and events per the calendar

PHYSICAL DEMANDS

• The physical demands described here are representative of those that an employee must meet to perform the essential functions of this position successfully; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
• While performing the duties of this job the employee is regularly required to walk, sit and stand; use hands to finger manipulation, handle, feel reach with arms and hands and talk or hear
• The employee may be required to lift up to twenty-five pounds
• The vision requirements include close, distance, peripheral and depth
  perception

QUALIFICATIONS

• High School Diploma, some college preferred
• Ability to function as a team member
• Warm, intuitive personality
• Detail-oriented and organized
• Excellent communication and assessment skills
• Proficiency in speaking and writing Spanish is a plus
• Proficient working knowledge of Microsoft Office software
• Skilled in using guest management and family tracking software, or able to quickly learn with foundational technical abilities
• Dependable, able to work with minimal supervision
• Ability to be flexible and function autonomously