Rotary Botanical Gardens

Company Overview

Rotary Botanical Gardens is a vibrant 20-acre not-for-profit botanic garden featuring stunning themed gardens and displays. Our mission is to enrich lives through natural beauty, education and the arts, with facilities available for events such as weddings, reunions, and meetings.

Position Overview:

The Membership & Database Coordinator plays a key role in supporting donor stewardship, membership retention, and database management for Rotary Botanical Gardens. This position ensures the accuracy and integrity of donor records while facilitating meaningful engagement with members and contributors. The coordinator will manage membership renewals, acknowledgments, and database maintenance, working closely with the Executive Director and Development Director.

Position Details:

● Part-time

● Reports to: Development Director

General Duties and Responsibilities:

Donor Stewardship & Membership Support

• Generate and send personalized weekly ‘Thank You’ acknowledgments for gifts.
• Collaborate with the Development Director to enhance the Friends membership program, focusing on retention, renewals, and appreciation strategies.
• Produce regular membership reports to track engagement and growth.

CRM Database Management

• Maintain and update the donor database, ensuring accurate records of contributions, membership levels, and historical data.
• Perform monthly "Merge Duplicate" tasks for Tributes and Constituent Profiles.
• Ensure data integrity through regular audits and cleanup.

Membership Communications

• Manage weekly failed auto-renewal follow-ups to recover lapsed members.
• Send monthly renewal reminders to sustain membership engagement.
• Prepare and distribute acknowledgments for contributions, sponsorships, memorials, and Friends memberships.

Matching Gift Program Support

• Assist donors with submitting matching gift requests to their employers.
• Facilitate the tracking and reporting of matching gifts and volunteer hours.

Tributes & Dedicated Memorials

• Communicate with donors regarding tribute and memorial dedications.
• Prepare recognition agreements and process payments.
• Maintain accurate tribute donor records in the CRM.

Qualifications & Skills

• Experience in database management (CRM platforms like Bloomerang, DonorPerfect, or Salesforce preferred).
• Strong attention to detail and ability to manage data integrity.
• Excellent written communication skills for donor acknowledgments and correspondence.
• Ability to work collaboratively with team members while managing independent tasks.
• Familiarity with nonprofit membership programs and donor stewardship is a plus.

Additional Duties

● All other duties as assigned by the Executive or Development Director

Qualifications:

● Bachelor’s degree or commensurate experience preferred

● Exceptional interpersonal, verbal and written communication skills

● Demonstrated experience in fundraising and special events coordination

● Related experience in working with diverse populations and/or volunteers

● Strong working knowledge of Microsoft Office suite

● Detail oriented with ability to prioritize, organize and multitask

Job Type: Part-time

Pay: $17.00 - $18.50 per hour

Expected hours: 20 per week

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Janesville, WI 53545 (Preferred)

Work Location: In person