Senior Data Base Coordinator - Eastern Long Island Hospital - Stony Brook University : Job Details

Position Summary

The Senior Database Coordinator is responsible for comprehensive database support, analysis, and administration for Eastern Long Island Hospital Foundation's fundraising, donor stewardship, marketing, communications, and events activities. This position plays a critical role in supporting a high-performing development team focused on identifying, cultivating, soliciting, and stewarding annual, major, and planned gift donors and prospects in support of ELIH's mission.

Key responsibilities include independent management and maintenance of the Raiser's Edge NXT donor database, including all gift and contribution recording, pledge tracking and reminders, deposits, reconciliation with the accounting department, and generation of gift receipts and donor acknowledgments. The Senior Database Coordinator ensures accurate and timely recording of gifts, pledges, and campaign activities, and provides essential reporting and analysis to inform fundraising strategies and donor engagement initiatives.

The role also supports multiple Foundation initiatives, including the grateful patient program, annual appeals, special events, and targeted fundraising campaigns. The Senior Database Coordinator proactively identifies opportunities to enhance database operations, strengthens data integrity, and ensures best practices in donor record management to support the Foundation's strategic and philanthropic goals.

Job Duties & Essential Functions

• Maintains accurate and complete records on all donors and prospective donors, including updates to the Raiser's Edge NXT database and physical files. Records all gifts and pledges promptly, ensuring that all donations are logged and filed within 48 hours of receipt to maintain accurate and up-to-date donor histories.
• Plays an integral role in supporting the growth of revenue and participation in all assigned fundraising initiatives. Provides timely assistance and accurate information to Foundation leadership and team members regarding donor giving history, campaign progress, fund tracking, special events, and financial reporting.
• Processes all memorial donations with sensitivity and precision. Provides administrative support for major fundraising activities, including direct mail campaigns, the grateful patient program, special events, and annual appeals. Works collaboratively with system finance teams to complete month-end reconciliations, generate reports, and assist with year-end financial reconciliation and reporting requirements.
• Ensures appropriate and timely recognition of all donors by preparing and sending acknowledgment letters and tax receipts within a 48-hour window. Maintains accurate donor listings for recognition walls, newsletters, event signage, and other stewardship materials.
• Monitors the status of donor pledges, prepares and distributes monthly pledge invoices, and manages renewal letters to help sustain and build long-term donor support.
• Prepares and deposits incoming checks and reconciles deposits with donor records in the Raiser's Edge NXT database. Collaborates closely with the finance department to ensure gifts, pledges, deposits, and bank account records are accurately reconciled each month.
• Manages the creation and execution of mailing lists, queries, and reporting for e-communications and newsletters, including coordination with third-party vendors such as MailChimp to support outreach and engagement goals.
• Serves as a key administrative team member for all special events, including event planning meetings, RSVP tracking, guest list management, auction item recording, attendee communications, donor recognition coordination, and post-event reporting. Works onsite at all Foundation special events to provide direct support, manage donor and guest check-in, oversee real-time data collection, and ensure event-day success.
• Proactively identifies opportunities for database enhancements, reporting improvements, and stewardship tracking to strengthen fundraising operations and donor engagement.
• Performs other duties and administrative functions as assigned to support the overall success of the Eastern Long Island Hospital Foundation.

Required Education & Qualifications

• Bachelor's Degree; courses in communications, marketing, journalism, creative writing, marketing, fund raising or special event management, graphic design or equivalent work experience
• Excellent organizational, writing and verbal skills
• Advanced computer knowledge
• Flexible working schedule, including some evening and weekend hours

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical tasks will include walking, climbing stairs and ladders, lifting and bending (10-15 lbs.).

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of ELIH.

Special Notes: Resume/CV should be included with the online application.

• Stony Brook Medicine is a smoke-free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions maybe subject to changes in pass days and shifts as necessary.
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
• This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook Southampton Hospital and related facilities.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established based on relevant experience. The above salary range (or hiring range) represents SBEILH's good faith and reasonable estimate of the range of possible compensation at the time of posting. Your total compensation goes beyond the number in your paycheck!

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Southampton Hospital's Employee Health Services*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Meet Regulatory Requirements for pre-employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s).

 Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

*The hiring department will be responsible for any fee incurred for examination.

Company Overview:

As part of Stony Brook Medicine, Stony Brook Eastern Long Island Hospital (SBELIH) combines the best in academic and community medicine, improving access to advanced medical care for residents of the North Fork and Shelter Island. With 70 beds, SBELIH is Suffolk County's first hospital, serving the North Fork since 1905. SBELIH provides care to 25,000 year-round residents and expanding to 60,000 summer residents with comprehensive healthcare solutions, including behavioral health, medical-surgical, orthopedics and general surgery, wound care, interventional pain management and GI, advanced ambulatory care, diagnostic, and physical therapy services. The hospital is also a clinical campus and training site for Stony Brook Medicine, with its first SBELIH Psychiatry resident having graduated in 2022.

StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Eastern Long Island employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits. SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.

Given StaffCo's employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board.

Stony Brook Medicine is committed to excellence in diversity and the creation of an inclusive learning, and workingenvironment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

Stony Brook Eastern Long Island Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.