Database and Administration Coordinator

Job Type

Part Time


Details: Hourly, commensurate with experience.




United States


Position Summary


Birthday Wishes is a mission-driven organization, focused on improving the lives of homeless children by providing the joy of a birthday party to every child we serve. We believe that all children, regardless of their living situation, deserve to be celebrated on their birthday. Birthday Wishes is headquartered in Newton, MA and has offices in Woburn, Holyoke, and Long Island, NY. We are seeking a dynamic and flexible individual to join our team-oriented staff in the Newton office.

Under the supervision of the Executive Director, the Database and Administration Coordinator position involves a blending of daily operational work, administrative duties, fundraising and communications support, and database management. An essential part of this position is being able to work effectively with staff and many donors, sponsors, volunteers and vendors. 

Responsibilities include:

Sales Force Database Management

·        Oversee the integrity of the Sales Force database, ensuring accurate input of information and generation of reports

·        Data entry and updating for programs, donations, and volunteers

·        Work with Board IT specialists and Manager of Development & External Relations to consolidate and streamline database(s)

·        Run regular donation, constituent, volunteer, and event reports as needed by staff and board, automating as many as possible

·        Process and acknowledge all monetary and in-kind donation communications and tribute cards

·        Efficiently transmit donations and work in partnership with Finance & Administration to reconcile financials on a regular basis

·        Stay current on SF best practices and applications, serving as BW contact for Sales Force

·        Responsible for ongoing data integrity

Development Support

·        Work with ED to coordinate annual fund campaigns

·        Manage online giving platform campaigns in RallyBound

·        Assist in preparing materials and coordinating logistics for meetings

Special Events Support

·        Maintain spreadsheets and develop reports for event planning and follow-up

·        Generate mailing lists, track event responses, assemble materials, and oversee other logistical activities

·        Manage all administrative functions before, during and immediately following special events

Office Management

·        Place office supply orders for all BW locations

·        Phone and Amazon account management

·        Process deposits

·        Monitor inventory of letterhead, brochures and other collateral and work with vendors on reorders

Qualifications and Personal Attributes

·        Ability to interact comfortably and effectively with internal and external constituencies, representing Birthday Wishes with the highest level of professionalism

·        Detail-oriented, well organized, entrepreneurial and goal-driven, with a high level of initiative and integrity

·        Strong time management and prioritization skills, with the ability to balance multiple, time-sensitive tasks

·        Results-focused with a track record of achieving objectives and following through on tasks

·        Strong written and verbal communications skills

·        Flexibility and ability to thrive in a fast-paced, deadline-driven environment

·        Proficiency in Microsoft Office (Word, Excel, PPT)

·        Experience with Sales Force, working knowledge at a minimum

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

Please submit resume, cover letter & reference list to