Gift Processing & Database Management Specialist

International Institute of New England
  • Location
    Boston, Massachusetts
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Jul 12

Position description

The International Institute of New England, a nongovernmental, not-for-profit, New England-based organization dedicated to addressing the needs and rights of refugees and immigrants, is seeking a Gift Processing and Database Management Specialist at its Boston office.

A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Candidates need to approach issues creatively and thoughtfully. In addition, all candidates should possess the following set of qualifications:

  • Excellent verbal and oral communication skills
  • Excellent organizational and time management skills
  • Detail-oriented, able to multitask and meet deadlines
  • Self-motivated, able to work in a team and independently

Reports to: Chief Development Officer   

Supervises: N/A

Status: Part-Time, 20-30 hours per week, flexible schedule (M-F)


The Gift Processing & Database Management Specialist performs a variety of duties associated with the processing and acknowledgment of donations to IINE. S/he is responsible for receiving gifts in the form of cash, checks, charge cards, stock transfers and other gifts, and the Gift Processing & Database Management Specialist processes all in-kind contributions. S/he is a key member of the Development Office team and supports the team’s efforts to meet yearly and multi-year fundraising goals.

Duties and Responsibilities

Gift Processing

  • Receive gifts and pledges in the form of cash, checks, charge cards, stock transfers, and in-kind.
  • Analyze each gift and documentation to determine the proper way to process it and research any missing information, including outreach to the donor.
  • Enter gifts and pledges in Salesforce, indicating the solicitor for each gift and appropriately coding gifts according to solicitations (e.g., appeals, events, etc.).
  • Update Salesforce records on a timely basis, including donor contact information and gift amounts.
  • Ensure that gift receipt letters are generated and signed by the appropriate Development office staff member in a timely manner.
  • Flag larger gifts, ensuring that the President, Board member or CRM is aware of this donation for further follow-up to personally thank them and engage them as champions.
  • Generate and track invoices for corporate (event) sponsorships. Occasionally work directly with A/P departments at external companies to track down forms, payments, and information.
  • Track and document donations from external platforms (Facebook, OneCause, YourCause, Benevity, others), confirm receipt of deposit with Finance Office, enter data into Salesforce, and generate acknowledgments for those gifts.
  • Physically transfer cash, checks, charge card records, stock transfer records and other information to the Finance Office.

Database Management

  • Ensure that copies of gift documentation and acknowledgement are recorded in Salesforce and filed in shared drive.
  • Ensure that the database is continually updated.
  • Reconcile data imports from external applications (Mailchimp, Woofu, Eventbrite, others)
  • Oversee data uploads from Development staff and other departments (ACE, Marketing, Legal) into Salesforce.
  • Manage Mailchimp integration to ensure consistent electronic communications with stakeholders.
  • Assist with overall maintenance of Salesforce database, troubleshoot as needed
  • Generate reports upon request and offer insight on systems and strategies related to gift prospecting and acknowledgment.

Data Reconciliation

  • Coordinate daily reconciliation of online payments with Finance Office. Closely track details of online donations and payments and issue reports as necessary.
  • Manage weekly and monthly reconciliation process with Finance Office.
  • Responsible for weekly tracking of donations, gifts, and grants and their reconciliation to the Finance Office.
  • Generate weekly tracker reports, monthly Development fundraising and activity reports, and other progress reports as required.
  • Perform other duties as assigned.


  • High School diploma or equivalent required; college degree preferred
  • Experience with Salesforce, preferably at a high level
  • Prior experience working in a fast-paced office setting
  • Strong Microsoft Office skills, including experience with mail merges
  • Keen adherence to protocols and attention to detail
  • Demonstrated ability to organize work effectively and exercise independent judgment
  • Ability to communicate clearly over the phone and in writing
  • General understanding of ethical fundraising practices and processes
  • Ability to represent IINE to donors and other stakeholders who reach out to the Development office for information
  • Commitment to our mission of serving immigrants and refugees

Application instructions

Interested candidates should email their cover letter and resume to Human Resources with their name and position in the subject line. In the cover letter, please be sure to include the following:

  • Salary expectations
  • Any work or volunteer work done with refugees or immigrants
  • Languages spoken

Qualified applicants will be contacted.

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