Advancement Data Coordinator

Organization Description

The Arboretum Foundation is a non-profit organization that has provided stewardship for the Washington Park Arboretum since 1935. This year, the Foundation is on the cusp of a remarkable transformation: The Arboretum Foundation and University of Washington Botanic Gardens (UWBG) are taking steps to combine strengths into a new, united organization. By joining our people, places, expertise, and talents, we will be able to create a better experience for our visitors, support more opportunities for learning and engagement, and unlock new levels of fundraising support.

Unifying the Arboretum Foundation and UWBG will bring together our three locations—the Washington Park Arboretum, the Seattle Japanese Garden, and the Center for Urban Horticulture—and allow us to reimagine the 28-acre Montlake Peninsula together.

The Arboretum Foundation Advancement Coordinator will play a key role in helping us manage and understand our supporters and members —and to ensure our communications with them are timely and responsive to their needs and interests.

The Advancement Data Coordinator will work closely alongside the Membership and Annual Fund Manager to oversee all aspects of the Arboretum’s NXT database Raisers Edge. This person plays a direct and key role in the daily revenue processing, acknowledgement, and reconciliation actions of the team, as well as overall data maintenance and record keeping. This position also serves as data/gift entry support for all Foundation fundraising events.

If you are enthusiastic about making an impact, enjoy being part of a stellar and supportive team, and have a deep appreciation for connecting plants and people, we want to hear from you.

Position Description

The full-time Advancement Data Coordinator is an hourly non-exempt position, who reports to the Membership and Annual Fund Manager and is an integral part of the Advancement Team.

Primary Duties:

• Manages daily gift processing and reconciliation process for all incoming gifts
• Works closely with Finance to ensure consistent and accurate gift coding
• Build, automate and manage financial dashboards and reporting for Advancement Team
• Coordinates, reviews, and prepares acknowledgement letters within a 72-hour turn around
• Supports volunteers who complete membership benefits packets for mailing
• Prepares and produces regular renewal reminders across all membership levels
• Ensures data integrity and hygiene, including data clean-up where necessary
• Fields inquiries from members/donors/trustees and works to resolve any questions, inconsistencies, and missing data related to their donations.
• Reconciles contributed income monthly with Finance department

This position is located on-site in our Seattle office, with one day a week work-from-home opportunity. Occasional evening or weekend events may be required.

Desired Qualifications

• 1-2 years’ experience with a CRM database, preferably Raiser’s Edge, experience with NXT preferred.
• Proficiency in Microsoft Office: Word, Excel, Outlook, Teams. Experience with Greater Giving a plus.
• Ability to set and manage realistic deadlines, strong time management skills.
• Ability to multitask and juggle multiple projects at once.
• Strong interpersonal, organizational and communications skills; comfortable in a highly collaborative team environment.
• Must possess excellent judgment with confidential and sensitive data.
• Strong interpersonal skills.

Compensation: $28 - $30 per hour, DOE.

Benefits: Company paid medical and dental, life, and SIMPLE IRA with employer matching contribution up to 3%. Generous holidays, vacation, and sick time. Office located in a beautiful 230-acre park; free parking, central Seattle close to UW.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Environment: Standard office with some remote capability. The role does require mobility in a three-story building without elevators.

Abilities: May frequently need to lift 20 pounds.

HOW TO APPLY

To apply, email a resume and 1-page cover letter as a single PDF: accounting@arboretumfoundation.org. Please save your PDF application materials as “LastName – Arboretum Advancement Associate.pdf”

This position is until filled, with a priority deadline of June 4, 2025. Anticipated start date August 1, 2025.

Note: We recognize that cover letters take considerable time and care, and we know that some experiences are not well represented in resumes. As a small nonprofit, we spend significant time with all application materials. If writing a cover letter is a barrier to your application, you may submit a less formal letter of interest or general candidate profile in its place. Or, simply share a few words about why you’d like to work for the Arboretum Foundation as part of your application materials. We are seeking candidates who are excited about our work and its mission impact. Help us understand your connection to our mission and your interest in the role. Applications without a cover letter – or acceptable substation – will not be considered.

Thank you for your interest in the Arboretum Foundation!

This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. All Arboretum Foundation employees may be required to perform duties outside of their typical responsibilities from time to time, as needed, to meet the organization's ongoing needs.

The Arboretum Foundation is an Equal Opportunity Employer. Employment opportunities at the Arboretum Foundation are based on one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, creed, color, religion, sex, pregnancy or maternity, national origin, age, HIV, AIDS, and Hepatitis C status, marital status, sexual orientation, gender identity; honorably discharged veteran or military status, genetic information, the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or, any other characteristic protected by law.

This Equal Employment Opportunity policy governs all aspects of employment, including, but not limited to, recruitment, hiring, selection, job assignment, promotions, transfers, compensation, discipline, termination, layoff, access to benefits and training, and all other conditions and privileges of employment.