Volunteer Services Database Associate
Job Details
Bellevue - Bellevue, WA
Part Time
Nonprofit - Social Services

Position Summary: The Database Associate is responsible for assisting the Volunteer Program Director by maintaining the volunteer database, producing monthly and quarterly reports and maintaining distribution lists for email. The Database Associate also oversees and trains data entry volunteers. Supports the mission, goals and philosophy of Seattle Humane Society.


Key or Essential Functions:

  • Responsible for the integrity of volunteer data in Raiser’s Edge (RE) and Volgistics.
  • Responsible for Raiser’s Edge security for users in Volunteer Services.
  • Oversees Volunteer Services’ data entry volunteers; includes training, scheduling, monitoring
  • Reviews data for accuracy and makes corrections as needed.
  • Enters data on new volunteers who have completed HS101.
  • Uploads data from Volgistics to Raiser’s Edge.
  • Enters volunteer hours as needed.
  • Updates records: trainings completed, volunteer job assignments, start and end dates, status, new contact info and opt-outs.
  • Creates monthly and quarterly reports for CFO and Board (volunteer hours and counts by job and department).
  • Creates monthly reports for Operations supervisors.
  • Creates distribution lists of volunteers for Heartline, outreach/tabling and for staff who request email lists of their volunteers by various categories.
  • Monitor Constant Contact with regards to volunteer related lists and updates records in Raiser’s Edge when people opt-out or change email addresses.
  • Interacts with Development department with regards to data on volunteers: verifies hours for matching donations, helps reconcile gift records as requested, cleans up duplicate records, links records of volunteers with family members and enters matching gifts.
  • Creates lists for volunteer recognition, holiday cards and various events, maintaining guidelines for selecting records for these events.
  • Maintains appropriate files and records. Adheres to the files and records retention policy and procedures.
  • Strives for efficient use of work time, and organizes completion of tasks based on an established priority system.
  • Handles sensitive and confidential information in a professional manner.
  • Assists with special events as needed.




  • Supports the Volunteer Director position, and helps with Ad Hoc projects as the need arises.
  • Assists to ensure that appearance of office meets or exceeds set standards of appearance.
  • Helps with errands, meeting or event preparation.
  • Other duties as assigned.



  • Daily verbal or written communication with the Volunteer Director and Office Volunteers.
  • Daily verbal or written communication with other staff and volunteers in person, by phone, via e-mail.
  • Occasional written communication in memos, combooks (communication books), and correspondence.
  • Occasional communication with various outside vendors by telephone, fax or direct contact.



Recurring work on a daily basis with some diversity. Maintaining daily priorities accurately and efficiently, while handling ad hoc tasks as they arise. Must be able to deal with a bustling environment and constant interruptions while trying to concentrate on a task without making errors. In tasks requiring typing and editing, must be detail-oriented to catch errors. High level of formal policies and procedures exist to guide work and medium degree of independent judgment needed.



  • Requires knowledge of PC’s including data entry, databases, Word & Excel.
  • Knowledge of Raiser’s Edge, Windows version 7.0, preferred.
  • Must be able to write effectively, have strong math skills, have the ability to self-edit, and understand verbal and written instructions effectively.



  • High school graduate or GED.
  • Proficiency in Word and Excel.



Required to sit for long periods of time and work in front of a computer. Must communicate clearly and concisely both orally and in writing. Must maintain concentration despite frequent interruptions. Must be flexible in thought and mentally process information quickly. Must exhibit initiative and motivation in performing all duties, detail-oriented, alert, resourceful and compassionate. Must be able to lift at least 30 pounds with or without accommodation.



General office environment. Potential hazards are exposure to eye, back and neck strain, frequent fluctuating temperature changes, constant noise and interruptions. May have limited animal handling which presents the potential of animal bites, exposure to zoonotic diseases (diseases that can be transmitted from vertebrate animals to people), animal dander and noise. Potential for working with angry or emotional customers.

  • Equipment Used: Personal computer and printer, copier, multi-line telephone, adding machine, fax machine, paper shredder.
  • Work Hours: Normal business working hours, 20 hours a week flexible schedule with occasional evening or weekend hours for meetings or events.