GIFTS & RECORDS COORDINATOR

SEPTEMBER 24, 2025.

POSITION DESCRIPTION

The Gifts & Records Coordinator is a new and important role for the Charlotte Community Foundation (CC). The professional filling of this position comes at a time of enhanced growth and activity for CCF as it strengthens its mission as the dedicated community foundation for Charlotte County. This unique role will help to enhance the accuracy of our records for better stewardship and communication with all our constituents with responsibilities for database management and reporting as well as gift entry, acknowledgment, and fund documentation responsibilities. 

This position will take daily direction and reporting from the Chief Financial Officer (CFO), with additional oversight and mentoring on philanthropic aspects from the Chief Executive Officer (CEO). Please submit your tailored resume and cover letter to ccf@charlottecf.org No phone calls please.

DUTIES & RESPONSIBILITIES

• Database Management

Maintain, update, and ensure accuracy of records in CCF’s database. While training will be provided for the community foundation specific database, the position requires a command in general of database systems and other electronic and digital platforms.

• Gift Entry & Acknowledgments

Accurately input gift and donor information and generate timely acknowledgment letters and tax receipts.

• Financial Software Support

Enter gift data into CCF’s software to align with accounting and reporting needs.

• Reporting and Lists

Generate constituency lists for events, giving reports, and mailing lists for newsletters and special projects.

• Document Production, Delivery and Maintenance

Assist with fund agreement distribution, maintain DocuSIgn account, ensure fund documentation is properly distributed and documented. Review and revise all template letters for distribution with grants, payments, etc.

• Collaboration

As a member of a small team working in cross-functional areas, work closely with program, finance and philanthropy efforts to ensure consistency and coordination in constituent information.

QUALIFICATIONS

Experience

• Proven experience working with donor databases, CRMs, or other information systems
• Strong computer skills, including proficiency with Microsoft Excel, Word and Outlook
• Impeccable attention to detail, accuracy, and organizational skills.
• Ability to manage confidential information with discretion.
• Comfortable working both independently and collaboratively as part of a small team.
• Excellent time management and task prioritization.
• Demonstrated ability to think systematically—understanding how individual tasks and responsibilities connect to broader organizational goals and workflows.

Preferred Qualifications

• Experience with financial data entry or accounting systems is helpful.
• Familiarity with community foundations, nonprofits, or philanthropy is a plus.
• Strong written communication skills for drafting donor acknowledgments and correspondence.
• A bachelor’s degree a positive.
• A positive outlook, with a sense of humor a bonus.

Compensation and Benefits

The position is full-time, with CCF in-person office hours as Monday through Friday from 9:00 am to 5:00 pm. With demonstrated professionalism, one day a week work from home will be considered. The salary range for this position is $45,000 – $55,000 USD annually. Benefits include an insurance stipend, retirement matching, and paid holidays. 

The prime candidate for this position will be mission-driven and attracted to the personal and professional fulfillment of owning a new role and becoming part of a new team being formed to make an impact at the community level. Training on specific donor and financial systems will be provided.

ABOUT CCF

The Charlotte Community Foundation (CCF) is a philanthropic organization dedicated to enriching the quality of life in Charlotte County, FL. Think of CCF as a savings account for Charlotte Co., with proceeds from our endowed funds distributed as grants for local nonprofits and scholarships. In more technical terms, CCF is a tax-exempt public charity that works with individuals, companies, organizations and advisors to help enrich the quality of life for everyone in our community. Through committed volunteers and a small professional staff, CCF connects people, charitable causes, and permanent capital for community impact.

As it builds on 20 years of status as a community foundation, CCF is under new leadership. In 2024, the Board of Directors and staff incorporated community input to develop and approve a new Mission and Vision and define Core Values to guide our work in serving our community going forward.

MISSION: Foster philanthropy across Charlotte County to enhance our community for generations.

VISION: Charlotte County looks to CCF for philanthropic education, impactful grants, nonprofit training, and community leadership.

CORE VALUES (LIVE):

Listen: CCF will listen to the whole county. We will seek first to understand, then be respectful and clear in our responses.  We will seek input and foster dialogue as our community’s philanthropic resource.

Intend: CCF will move strategically. We will focus on our purpose as Charlotte County’s permanent source of philanthropic capital and seek to build lasting impact for the long-term.

Value Expertise: CCF will build confidence in its leadership through professional acumen and integrity amongst its board and staff. We will champion excellence in nonprofit practice.

Earn Trust: CCF will strive to be transparent and accountable, seeking to instill credibility and reliability as thoughtful stewards of our community’s philanthropic capital.

TO APPLY