PEF hiring Donor Data Specialist

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Job Description: Donor Data Specialist
Organization: Piedmont Education Foundation
Position: Part-time, Hourly, 20 – 25 hours/week
Rate: $30.00/hour
Benefits: Employer pays 50% of medical coverage for employee, 100% of vision and life insurance, and provides access to a basic IRA with a 2% match. 

Position Summary
With strategic guidance and direction from the Executive Director and support from the PEF team, the Donor Data Specialist is responsible for operational excellence within the organization. This position maintains the information in and integrity of PEF donor and fundraising databases, including Arreva, Shopify, and School Auction. This position provides financial coordination and bookkeeping support, manages donor acknowledgment and donation support, enters and reports on all data, assists with event planning and execution, and oversees office and administrative activities, ensuring a high level of customer service in support of the school district and the volunteers who serve it. This is an in-office position with a flexible weekly schedule. Occasional evening and weekend hours are requested.

Required Qualifications

  • Detail oriented, meticulous, and highly organized
  • Proficient with Google Suite and basic Excel functionality
  • Experience with front end database usage
  • Enthusiasm for the mission of the Piedmont Education Foundation

Position Responsibilities

Database Management and Enrollment Data – 30%

This position is responsible for tracking all student, family, and donor biographic information and accurately recording, acknowledging, and reporting on donors, students, and families while maintaining the overall database integrity. Responsibilities in this area include, but are not limited to:

  • Request, review and enter enrollment data from PUSD
  • Enter all new student information or household changes into database annually and as needed throughout the year
  • Review and reconcile donor biographic data as needed throughout the year
  • Generate, review and distribute donor and household directory listings, mail and contact data as required for outreach and appeals.

Donation Entry, Acknowledgement, and Reporting – 30%

This position is responsible for ongoing entry, reconciliation, and reporting of donor, donation and gift information in the donor database. This includes but is not limited to:

  • Gift processing
  • Database entry for gifts, pledges and payments
  • Generation and distribution of acknowledgments and receipts
  • Credit card processing monthly and as needed
  • Facilitate, process, and record gifts of stock, donor advised funds, credit card, checks, cash, corporate giving and third party distributors  
  • Facilitate, process, record, and follow up on pledge gifts and payments
  • Development and generation of donation and donor reports and listings and financial reporting
  • Support bookkeeper as needed – 20%

PEF runs an online store that, at various times of the year, allows our constituents to make donations or purchases in support of PEF’s partner organizations. Responsibilities include:

  • Reporting on sales and donations to each partner organization weekly during Q1, monthly Q2-Q4
  • Determine disbursements for each partner organization each quarter
  • Provide general customer service support and troubleshoot as needed
  • Support communications officer with updates and additions to all store items

Committee and Event Support – 10%

  •   Coordinate committee scheduling, meetings and materials
  •   Committee meeting minute taking as directed
  •   Assist with event logistics as directed
  •   Support advancement officer with management of event attendees and signups

Operations and Administration – 10%

PEF has a small office requiring light office management. In concert with the ED, this position may manage, coordinate, or supervise:

  • Office supply and equipment inspection and ordering
  • Vendor contracts and fulfillment
  • Manage calendar and appointments for Executive Director
  • General administrative support
  • Campaign and event support
  • Maintain positive working relationships with staff and volunteers
  • Other duties as required or assigned

Preferred Qualifications

  • Demonstrated proficiency with project management. • Experience with data management and fundraising software. • Highly organized; attention to detail and ability to keep focused on multiple moving parts. • Initiative, flexibility and ability to multi-task. • Ability to positively interact with others, including staff and volunteers. • Excellent communications and customer service skills. • Proficiency with data and financial management. • Experience with relevant software and systems, including Excel, Constant Contact, Arreva/Exceed Further, Shopify,, accounting programs, and others. • Passion for PEF’s mission.

About Piedmont Education Foundation

The mission of Piedmont Education Foundation (PEF) is to provide sustained financial support to Piedmont Schools through fundraising and community engagement. PEF is the primary fundraising organization supporting the Piedmont Unified School District, which includes three elementary schools, a middle school and two high schools. In order to achieve this mission, PEF raises funds, allocates grants, organizes events, facilitates communications, and supports volunteers and other school support organizations. PEF staff are passionate about public schools and provide coordination, management and operational leadership for the organization and Board of Directors.

To Apply

Please email your resume to and include a cover letter in which you share information on which databases you have worked with, and why the PEF mission resonates with you.