The Donor Relations Coordinator is responsible for managing The Dawes Arboretum’s donor database, keeping donor records accurate and up to date, and ensuring donations are processed and acknowledged in a timely manner. This role also helps coordinate donor recognition, memorial and tribute programs, planned giving activities, and fundraising initiatives. Working closely with the Development team, the coordinator helps build and maintain relationships with donors, identify potential giving opportunities, and support the continued growth of The Dawes Arboretum’s fundraising efforts.

Essential Duties and Responsibilities: 

· Maintain and manage the donor database, ensuring accurate records, data integrity, and timely updates to donor and prospect information.

· Coordinate gift entry and acknowledgement processes, ensuring donations are accurately recorded and donors receive timely, personalized recognition.

· Process monetary and in-kind donations and pledges, track pledge payments, distribute reminders and acknowledgements, prepare annual tax documentation, and reconcile donation records monthly with Finance.

· Coordinate the memorials and tributes program in collaboration with the Director of Development, Curator of Living Collections, and Director of Landscape and Conservation. Facilitate the purchase, installation, replacement, or removal of memorial trees and benches, and ensure the Visitor Center recognition plaque is updated annually.

· Collaborate with the Director of Development and Marketing team to coordinate fundraising initiatives, including the annual appeal, Dawes Day of Giving, and Giving Tuesday. Assist with campaign logistics, donation processing, tracking, and reporting.

· Coordinate the TDA Roots Club planned giving program, including maintaining member records, supporting prospective member engagement, assisting with planned gift administration, and organizing related events and educational opportunities.

· Partner with the Marketing team to compile, verify, and maintain accurate donor recognition lists for the annual Impact Report.

· Conduct donor and prospect research to identify potential giving opportunities and provide information to the Director of Development to support cultivation and fundraising efforts.

· Develop and maintain positive relationships with current and prospective donors through personalized communication, proactive outreach, donor meetings, and ongoing stewardship activities.

· Represent The Dawes Arboretum at community events, networking opportunities, and donor functions to strengthen relationships and encourage continued philanthropic support.

· Stay informed of emerging trends, best practices, and professional standards in donor relations, stewardship, and fundraising through ongoing professional development.

Other Responsibilities / Competencies: 

· Regular and predictable attendance required.

· Maintain strict confidentiality.

· Keen attention to detail with strong time management and organizational skills.

· Excellent organizational skills with the ability to manage multiple projects simultaneously.

· Proven orientation toward quality customer service.

· Collaborate with membership, as needed, to provide support and assistance.

· Ability to work evening and weekend hours when needed.

· Attend and participate in department and related Arboretum meetings as well as special events.

Education / Experience: 

· Associate’s degree in business, communications, or related field; or an equivalent combination of education, training, and experience.

· Two (2) years of related experience in a non-profit organization, fundraising, sales, donor relations, or administrative support.

· Experience with Customer Relationship Management (CRM) systems, donor databases, or similar record management software.