• Data Management and Documentation Coordinator

    Job ID
    Regular Full-Time
    Fred Hutchinson Cancer Research Center
    Philanthropy and Fundraising
  • Overview

    Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer with minimal side effects. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first and largest cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.



    The Donor Information Services (DIS) team manages and analyzes an extensive donor/prospect database with 500,000 constituent and prospect records. The 21-member team helps maintain and strengthen Philanthropy infrastructure while stressing the importance of quality data collection and gift handling, outstanding prospect research and management, valuable analytics, innovative software integration and database integrity.

    The Data Management and Documentation Coordinator will develop, create and maintain SOPs, reference guides and checklits related to business practices, systems operation/integrations and other technical processes in DIS. This person will be charged with coordinating data clean-up projects, mass data appends, special projects and assist in developing data hygiene protocols. The Data Management and Documentation Coordinator should continuously aim to optimize current processes and procedures associated with DIS.



    The Data Management and Documentation Coordinator reports to the Data Services and Analytics Manager


    • Develops, creates, reviews and maintains documentation within DIS related to
      • Acknowledgement Processing
      • Gift Handling
      • Gift Processing
      • Data Analytics and Reporting
      • Systems Integration
      • New programs as they develop
    • Create, assist and coordinate regularly scheduled data hygiene/audit queries in collaboration with Data Hygiene Specialist and Data Analyst including monthly clean-up queries, quarterly/semi-annual data appends and other special projects from Data and Reporting team work queue.
    • Project coordination of DIS special projects as requested, e.g.
      • Mass clean-up projects for Philanthropy departments (Speaker tracking, host committee and cultivation event attendee/registrant, Board of Trustee membership update, etc.)
      • Coordinating data appends – NCOA, EmailFinder, PhoneFinder, DeceasedRecord finder, Spouse, Children, etc.
    • Uniform documentation formatting across all Gift Services departments
    • Clearly and concisely, illustrate policies and procedures in cooperation with various work groups in DIS – Gift Services, Data Management, Data and Reporting, Prospect Research and Prospect Management.
    • Performs routine audits of DIS SOPs to ensure current and accurate information is maintained.
    • Resolves documentation questions with collaboration of subject matter experts and technical staff.
    • Provide organization, direction, response to process problems and documentation for personnel.
    • Maintain a professional, approachable attitude in dealings with colleagues and cross-functional departmental personnel.
    • DIS point of contact for all documentation updates.
    • Additional responsibilities and tasks as assigned


    Minnimum Qualifications

    • Bachelor’s degree or two years equivalent experience
    • Minimum of 2 years’ experience developing training curriculum, documenting complex business processes
    • Training program development experience
    • Excellent editing, grammar and proofreading skills
    • Strong oral and written communication skills
    • Ability to systematically understand workflow processes and suggest constructive improvements
    • Resourceful, self-directed and motivated with ability to handle multiple tasks and synthesize divergent information to improve processes
    • Ability to prioritize and adapt quickly to changing needs
    • Appreciates and embraces teamwork, new ideas and excited about new process improvements always striving to improve efficiencies.
    • Enjoys working in a team environment and has a proven record of positive contributions to the work of the team
    • Proven track record coaching and mentoring team members
    • Customer service oriented
    • Demonstrated leadership abilities in driving operational excellence and best practices
    • Demonstrated presentation skills
    • Ability to work independently, multi task & prioritize workload
    • Performance driven with an understanding of how to work collaboratively with cross-functional teams

    Preferred Requirements/Experience

    • Training or curriculum development experience
    • Non-profit experience
    • Blackbaud product suite experience (Raiser’s Edge, Raiser’s Edge NXT, Luminate Online, etc.)

    Our Commitment to Diversity

    We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at escmail@fredhutch.org or by calling 206-667-4700.


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