Database and Donor Relations Specialist

ABOUT PETROS NETWORK

Petros Network equips indigenous leaders to share, show, and spread the Good News of Jesus among their own people. We are a global missions non-profit currently active in East and West Africa. We help establish healthy local churches in unreached and underserved communities that become Community Hubs of Hope, addressing spiritual and physical poverty through Gospel ministry and practical compassion.

With $2.5 million in annual revenue, we are a small, highly collaborative international ministry with a start-up and growth mindset. We value initiative, a willingness to learn, and practical solutions developed together. This role will participate in a process of continuous improvement throughout 2027 as Petros Network is stretching into a next-level development program. Data and metrics integrity are key to our mission. We believe that behind each record is a person, a community, or a partner whose story deserves to be represented accurately and with care.

POSITION SUMMARY

The Database and Donor Relations Specialist manages Petros Network’s (1) donor CRM, (2) program, and (3) event data while (4) providing warm, responsive donor service. Database management is the first priority: maintaining accurate records, reviewing completed international field reports, and compiling reliable ministry results for reporting and communications.

This hands-on individual contributor also coordinates gift acknowledgments, responds to donor inquiries, and supports donor follow-up under the direction of the Development Officer. The role collaborates across departments and with international staff, using AI-assisted tools and automation while checking accuracy and resolving exceptions.

CRM AND DATABASE MANAGEMENT

Approximately 35 percent of the role

· Maintain accurate donor and partner records, giving histories, household and organization relationships, communication preferences, campaign codes, and assigned relationship owners.

· Enter and update records; manage imports, exports, and duplicate resolution through approved procedures that preserve history. Maintain useful segments, mailing lists, and staff follow-up records.

· Coordinate with Finance to reconcile gifts, designations, recurring commitments, and pledges. Investigate discrepancies and monitor data transfers between giving platforms and the CRM.

· Provide reliable giving, retention, recurring donor, and campaign reports. Maintain follow-up tasks and reminders so donor commitments and next steps receive attention.

DONOR SERVICES AND TARGETED FOLLOWUP

Approximately 25 percent of the role.

· Coordinate timely, accurate gift acknowledgments and annual giving statements with Finance. Welcome first-time donors and express appreciation through calls, emails, handwritten notes, and relevant ministry updates.

· Handle incoming donation inquiries with warmth and discretion. Help donors with receipts, giving records, designations, recurring gifts, and other routine service needs. Coordinate corrections with Finance and route specialized requests to the appropriate colleague. Offer encouragement and prayer when welcomed.

· Complete targeted follow-up assigned by the Development Officer, including new donor welcomes, unresolved service questions, and selected retention contacts. Maintain a manageable schedule, honor contact preferences, and document conversations and promised next steps.

· Explain Petros Network’s mission, church planting model, and compassion programs with warmth and confidence. Share accurate, approved ministry stories that respect the dignity and privacy of the people we serve.

· Follow up on interrupted recurring payments and selected lapsed gifts with care. Refer major donor inquiries, sponsorship questions, and interest in additional giving to the appropriate colleague and document the handoff. Major donor relationship management is outside this role.

PROGRAM DATA REVIEW AND REPORTING

Approximately 25 percent of the role across the year

· Receive completed reports from international staff across our organizations and country programs on an agreed calendar. Track receipt, request missing submissions or corrections, and retain supporting records. Field staff are responsible for completing reports and resolving field-level questions.

· Maintain separate records in the database and file system for church planters and church plants, with unique identifiers, sending churches, locations, cohorts, training progress, support status, and reported outcomes. Track replacements and completion while preserving history and preventing duplicate counts.

· Maintain women’s empowerment participant and group records, training completion, assistance provided, and reported outcomes using agreed measures.

· Maintain child sponsorship participants and sponsor relationships, sponsorship status, education updates, and approved reports. Coordinate record changes and donor questions with Programs and Development.

· Check completed reports for completeness, consistency, unusual changes, and duplicate counts. Compare available supporting records, document discrepancies, and return questions to international staff or program leaders for correction or verification.

· Compile reviewed program figures for leadership, donor updates, grants, and Communications. Use agreed definitions, distinguish period results from cumulative totals and unique participants from repeat participation, and label unresolved figures. Program leaders confirm substantive field outcomes.

· Organize and tag media supplied by program staff using agreed standards.

EVENT DATA REPORTING

Approximately 10 percent of the role across the year

· Manage invitations, registrations, table assignments, attendance, giving records, and check-in lists with the event lead. Connect event records with the CRM and support assigned donor hospitality needs.

· Reconcile gifts and pledges with Finance. Report results by table or campaign, distinguish commitments from funds received, and use Finance-approved expense figures.

· Coordinate donor thanks and follow-up after events; track assigned next steps and prepare results for debriefs. Overall event planning remains with the designated event lead.

AUTOMATION AND TEAM SUPPORT

Approximately 5 percent of the role

· Document data standards and procedures. Help colleagues use the systems consistently and clarify reporting requirements with international staff.

· Use approved AI and automation for routine data entry, acknowledgments, and reporting. Check accuracy, resolve exceptions, and coordinate improvements and technical changes with Technology staff or vendors.

· Coordinate approved access. Protect donor information, children’s records, and sensitive ministry locations through approved sharing and storage procedures.

· Communicate issues and workload needs early. Welcome feedback and take ownership of agreed improvements.

REQUIRED QUALIFICATIONS

· Bachelor's degree preferred.

· At least three-plus years of relevant experience in database management, development operations, program data, reporting, or a comparable role.

· Demonstrated skill in maintaining records, managing imports and exports, resolving duplicates, investigating discrepancies, and producing clear reports.

· Strong Microsoft Excel and Microsoft 365 skills, including lookups, pivot tables, and data validation; ability to learn new platforms.

· Strong organization, follow-through, confidentiality, and respectful communication with colleagues and international partners across cultures and time zones.

· Warm, confident telephone communication and attentive listening; ability to answer donor questions and share accurate ministry stories with sound judgment.

· A collaborative approach and start-up mindset: willing to improve processes, learn AI tools, ask questions, adapt, and complete detailed work independently.

· A clear commitment to Petros Network’s Christian mission and values.

PREFERRED QUALIFICATIONS

· Experience with Virtuous, Salesforce, Fundraise Up, or FundEasy platforms is a plus.

· Experience with nonprofit giving, program monitoring, international ministry data, donor events, or sponsorship programs.

· Experience with AI-assisted workflows, automation, dashboards, Power BI, or Power Query is helpful.

· Bachelor's degree preferred or relevant degree, CRM certification, or equivalent practical experience.

WHAT SUCCESS LOOKS LIKE

During the first 90 days, learn existing systems, identify priority data issues, and agree on donor service and reporting schedules. Success includes accurate records, prompt donation inquiry resolution, timely acknowledgments, dependable program summaries, and reconciled event results. Review automated outputs and route unresolved issues to the responsible colleague. The supervisor sets achievable targets based on workload.

WORKING EXPECTATIONS AND APPLICATION

Occasional evening or weekend participation may be needed for events or international coordination. The supervisor adjusts priorities and arranges donor phone coverage during reporting deadlines. Related assignments support database management, reporting, and donor care.

Submit a resume and cover letter describing your experience and connection to our mission to [email protected]. Use “Database and Donor Relations Specialist” in the subject line.

Pay: $50,000.00 - $61,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person