Donation Services Administrator

The Donation Services Administrator ensures every donation is processed accurately, securely, and promptly. This role serves as a trusted point of contact for donors and staff, providing excellent customer service while maintaining strong stewardship of donor information and financial data. Through reliable processes, careful attention to detail, and collaboration with the Finance and Development teams, this position helps ensure resources are available and ready to advance trauma informed care for children and families.

PRIMARY RESPONSIBILITIES

Donation Processing & Stewardship

• Process donations received through checks, credit cards, ACH, online platforms, and other channels accurately and on time.
• Record gifts in donor and financial systems in accordance with internal controls and policies.
• Prepare deposits, batch reports, and documentation supporting accounting reconciliation.
• Maintain accurate donor records, ensuring completeness and data integrity.
• Support annual giving statements and acknowledgments as required.

Donor Service & Communication

• Serve as a helpful and professional point of contact for donor inquiries via phone and email.
• Provide donation information and reports to authorized staff and leaders.
• Assist with acknowledgments and communications that strengthen donor relationships.
• Resolve issues or discrepancies with courtesy and care.

Systems & Process Support

• Utilize donor database and accounting systems (Raiser’s Edge NXT, NetSuite) to support daily operations.
• Follow documented procedures to ensure compliance with internal policies and external regulations.
• Identify opportunities to improve workflows, accuracy, and efficiency, and communicate suggestions to the team.
• Maintain organized electronic and paper records for audit readiness.

Team & Ministry Support

• Cross-train to provide backup coverage for other Finance Team roles.
• Participate actively in Finance Team meetings, US Office meetings, learning tracks, and organizational events.
• Assist the Finance Director with additional responsibilities as assigned.

MINIMUM QUALIFICATIONS

Education/ License/Certification

• Required: High School Diploma or GED.
• Preferred: Associate degree or coursework in business, administration, or accounting.

Experience

• 1–3 years of administrative, customer service, finance, or data entry experience preferred.
• Experience with donor databases, CRM systems, or nonprofit operations helpful.

Knowledge, Skills, and Abilities

• Quickly learn and adapt to new software, systems, and processes.
• Demonstrate strong attention to detail and consistently accurate work.
• Apply basic numerical and data entry skills with reliability.
• Communicate clearly and professionally, both verbally and in writing.
• Provide friendly, service-oriented support to donors and internal staff.
• Work independently to manage priorities and meet deadlines.
• Demonstrate initiative, flexibility, and resilience in a dynamic environment.
• Collaborate effectively across departments, building positive working relationships.
• Handle sensitive donor and financial information with confidentiality and integrity.
• Approach feedback and conflict with humility, honesty, and professionalism.

Technology

• Required: Basic competency in Microsoft Office and Google Workspace Applications, especially spreadsheets.
• Preferred: Experience with CRM or donor database entry.

Culture

Employees are expected to demonstrate a relationship with God and love for others as they:

• Have a clear understanding of and commitment to Back2Back’s mission and vision.
• Live out Back2Back Cultural Values. 
• Sign and adhere to the Back2Back Statement of Faith.
• Sign and adhere to the Back2Back Staff Member Standards.

Work Environment

This role is based in the Mason, Ohio, office and requires regular collaboration with staff and leadership, including international staff. The position involves typical professional office demands such as sitting or standing for extended periods, extensive computer use, and occasional lifting up to 25 pounds.

EMPLOYEE ACKNOWLEDGEMENT

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Back2Back Ministries is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults as outlined in the Back2Back Safeguarding Policy. We recognize the effectiveness of safe recruitment and are committed to recruiting candidates who share this commitment to safeguarding.