Database and Donor Relations Coordinator

Database and Donor Relations Coordinator

The Database and Donor Relations Coordinator must have a strong commitment to database accuracy and quality, attention to detail, excellent people skills, and a team-player attitude.

The successful candidate will fundamentally improve the development team’s access to actionable data, improve marketing optimization efforts, and ultimately deliver an enriching experience to our donors and supporters.

Position reports to Senior Director of Philanthropy.



  • Update donor information in the database and perform regular data hygiene including donor record changes such as do not mail, deceased, Address changes, etc.
  • Conduct quality control checks on donor data, campaigns, dashboards, and reports.
  • Work cross-functionally to design, implement, and build reports to gain insights about donors.
  • Assist with accurate campaign tracking across all channels by entering source codes to track behavior and revenue and ensure accurate data analysis for testing results and fundraising strategies.
  • Assist with uploading results from all campaigns across all channels to the proper donor management systems.


Donation Processing

  • Process daily, weekly, and monthly gift entry, including, but not limited to, batch processing and direct mail appeal imports.
  • Generate annual statements, acknowledgment/thank you letters, and tax receipts.
  • Confirm and record matching and employee giving campaign gifts.
  • Regularly generate EFT donation reports and import data into donor database.
  • Work in partnership with accounting to ensure that all donations (gifts via white mail, ACH, and online) are accurately recorded in the donor database.
  • Create reconciliation reports as needed by the finance department.
  • Enter all A/R donors and contact information (name, address, phone number, etc.) into accounting software system.

Donor Relations

  • Troubleshoot donor inquiries with donations, automatic transactions, premium fulfillment, and recurring gifts.
  • Help manage the Active Sustainers portfolio by generating lists of expiring or cancelled credit cards and updating donor records.
  • Work with development staff to process in-house cultivation, stewardship, and solicitation mailings.

Development / Fundraising / Institutional Advancement

  • Provide administrative support to the development team.
  • Help with other fundraising/program activities as needed and assigned.

Special Requirements:  

Ceremonies at the Vietnam Veterans Memorial and other special events are vital to VVMF’s mission and programs. All staff members are occasionally required to work extended hours, days and/or weekends (In Memory, Father’s Day, Reading of the Names, etc.) and holidays (Memorial Day, Veterans Day, etc.) as needed. Ceremonies and special events are held off-site and/or outside in all types of weather.


  • BS Degree preferred or related experience
  • Understanding in non-profit fundraising
  • Strong writing skills
  • Must be a self-starter
  • Excellent MS Office skills
  • Ability to learn and maintain proprietary Data Base systems
  • Outstanding customer service
  • Team player
  • Problem solver

Please send a cover letter along with your resume to [email protected].


Office Manager

Full-time Office Manager

VVMF’s Office Manager, acting independently, is responsible for taking action across a multitude of organizational activities including accounting, office administration, and direct program involvement. The person in this position organizes and coordinates office operations and procedures to ensure organizational effectiveness and efficiency.

Essential Job Functions/Position Responsibilities:

·      Provide for the smooth and efficient operation of the office, continually seeking ways to improve effectiveness and efficiency
·      Manage front office operations
·      Support accounting and administration activities
·      Support program operations
·      Other duties/special projects as assigned


·      Manage incoming telephone/email/mail inquiries requiring independent judgement in determining responses/actions needed to resolve business issues in a timely manner in order to provide high level customer service to our supporters
·      Be the face of VVMF by providing support to our visitors
·      Manage the supply budget and ordering of all office supplies
·      Manage all general office space including storage spaces
·      Manage vendor support for office equipment
·      Manage VVMF staff email lists
·      Manage the office calendar for meetings, staffing, vacation and office travel
·      Serve as point person for building management regarding all maintenance issues


·      Enter all caging vendor deposits into the accounting management system (Quickbooks)
·      Record/track and copy donations onto the check log
·      Make remote check deposits
·      Serve as the Admin for the Expense Management System. Maintain and coordinate with credit card holders to reconcile monthly expense reports to ensure that monthly accounting requirements are met in a timely manner

Accounts Payable
·      Track incoming invoices
·      Coordinate approval for charges by appropriate staff members
·      Load/file all documentation into the financial management system
·      Prepare payments for review and approval by accounting/executive review


·      Manage general public inquiries about VVMF programs via phone/email/mail
·      Manage Name Rubbing requests from public ensuring that the rubbings are done in a timely manner and mailed to supporters
·      Manage all outgoing shipments for the VVMF online store
·      Support the Outreach team in preparation of annual In Memory ceremony with duties including, but not limited to, helping prepare tribute certificates for presentation
·      Coordinate updates to the Volunteer Directory
·      Attend/work ceremonies at the memorial site as part of the VVMF team assisting with visitors
·      Stock/ship program materials to partners, volunteers, and others as requested

Special Requirements:  

Ceremonies at the Vietnam Veterans Memorial and other special events are vital to VVMF’s mission and programs. All staff members are occasionally required to work extended hours, days and/or weekends (In Memory, Father’s Day, Reading of the Names, etc.) and holidays (Memorial Day, Veterans Day, etc.) as needed. Ceremonies and special events are held off-site and/or outside in all types of weather.

Essential Skills and Experiences:               

·      3-5 Years in similar role
·      Working knowledge of Microsoft Office
·      Must possess excellent organizational skills
·      Effective verbal, written, and interpersonal skills
·      Must be a self-starter that can recognize work that needs to be done and works proactively to get it done
·      Must be trustworthy and accountable
·      Ability to pay close attention to small details and possess a high level of accuracy
·      Must possess good time management skills and the ability to multi-task and prioritize work
·      Work Experiences: 3+years in office management
·      The ability to remain discreet and maintain confidentiality, etc.

Preferred Skills and Experiences:

·      Knowledge of Quickbooks or other financial software
·      Knowledge of military protocol and culture a plus
·      Previous experience working with veterans a plus

Physical Demands and Work Environment:

The physical demands and work environment characteristics described below represent those required by the responsibilities and essential job functions (duties) of this position.

Please send a cover letter along with your resume to [email protected].


Site Manager for The Wall That Heals

Part-time Site Manager for The Wall That Heals

Unique Opportunity to Travel and Make a Difference

The Vietnam Veterans Memorial Fund, the nonprofit organization responsible for building the Vietnam Veterans Memorial (The Wall) in Washington, D.C., seeks two part-time site managers to manage its mobile exhibit – The Wall That Heals – while it is traveling the country. The exhibit includes a three quarter-scale replica of The Wall and a mobile Education Center. This is the ideal part-time job for someone who wants to make a difference in the life of Vietnam veterans and their families, while seeing different parts of the country.

The Wall That Heals travels ten months per year to approximately 40 communities throughout North America. The exhibit is transported by a 53-foot trailer that becomes a mobile Education Center that tells the story of the Vietnam War and the unique healing power of The Wall. A part-time site manager would be expected to travel to 6 – 12 sites (one week per site) a year and be able to call in for weekly staff meetings throughout the year.

As a site manager, you will be responsible for:

  • Leading local volunteers with set-up and breakdown of the exhibit
  • Aiding visitors during the public display period, including giving tours of the exhibit to veterans and school/student groups
  • Training local volunteers on how to aid visitors
  • Working with the site host to manage on-site activities
  • Representing VVMF in a community, to include local media appearances talking about The Wall That Heals and VVMF programs
  • Caring for The Wall replica and the trailer during the visit

The ideal candidate will have:

  • Excellent people and communications skills. Be a good listener and be able to show compassion to visitors. Be diplomatic but be able to manage any situation that arises. Must have an understanding that every visit to The Wall is unique and the experience is different from site to site.
  • Have an understanding of the Vietnam War
  • High School diploma, college degree in history, education or related field preferred
  • Military experience a plus
  • Stamina – as this job requires standing outdoors for long periods of time and heavy lifting of up to 80 lbs. Good do-it-yourself skills helpful or be willing to learn.

Interested candidates should send their cover letter and resume via email to:  [email protected].