Donor Relations Administrator — Contract Position

Reporting to: Director of Development & Community Engagement, Hudson Highlands Fjord Trail

Mission of Position:  As the Hudson Highlands Fjord Trail, Inc. Donor Relations Administrator, you will be an independent contractor whose chief responsibility will be setting the scope and managing the development of a new Salesforce CRM for Hudson Highlands Fjord Trail, Inc. Additionally, you will be responsible for establishing development prospecting and acknowledgement procedures that work within the new CRM and scale up as the organization grows. Also, the DRA will be responsible for training HHFT staff to use the CRM to best effect in their respective roles.

In this role, you will regularly interface with the Director of Development and Community Engagement and a remote team of technology consultants and Salesforce staff. The DRA will be accountable for driving the CRM to success on time and within budget. This role requires strong organizational skills, a familiarity with CRM migration project management, a detail-oriented mindset, and a high level of discretion with confidential information. It is estimated that the project will require approximately 18-20 hours per week for a 12 month period to complete.


The Donor Relations Administrator will have strong written and verbal communications skills; excellent organizational skills; and be comfortable working both independently and as part of a project team in a fast-paced environment with periodic tight deadlines. The successful contractor will possess both analytical skills and creative problem-solving ability; and be able to prioritize multiple responsibilities and the clarity to up-level critical donor relations and CRM project issues as appropriate.

Minimum of five years previous non-profit fundraising, CRM project management, or related experience required. This project requires user knowledge of cloud-based CRM technology at a high level and previous experience in managing data migration and database buildout projects. Proficiency with Microsoft Office programs including Word, Excel and PowerPoint required. Ability to create and manage efficient procedures and processes (i.e., donor acknowledgement, program registration) and communicate same to other staff members through training sessions and written documentation. The DRA will possess the confidence to manage a team of IT consultants to create a scalable CRM system that meets HHFT’s current needs and anticipates evolving future needs.

Compensation:  Contract role, compensation range at an hourly rate of $33.65- $37.39, not to exceed total contract budget of $40k over a 12-month project period.

Principal Duties:

The Donor Relations Administrator will need to work both independently and in collaboration with other HHFT staff and outside consultants to advance the mission of HHFT through the development of a CRM system that manages all constituent data and engagement for HHFT’s growing needs and contribute to the organizations development of a “best in class” donor relations program, including:

CRM Development:

  • Coordinating with HHFT staff, determining the scope of the project and writing a draft RFP for a technical consultant team. Issuing RFP and evaluating responses
  • Develop project plans based on previously scoped requirements and manage scope of project from inception to closure
  • Define, develop and actively manage implementation schedules and project budgets
  • Coordinate resources, prepare project teams for kickoff, ensure effective completion of project milestones, control project scope and mitigate risks
  • Schedule and facilitate biweekly/weekly calls with HHFT project team and technical consultant
  • Ensure project consultants’ deliverables comply to configuration, development and methodology standards  
  • Provide regular reports on progress, including kickoff presentations, project plans, and status and budget burn reports
  • Design documentation and deployment plans
  • Assist in quality testing prior to user testing
  • Support HHFT staff CRM adoption with training sessions and instructional documentation

CRM Administrative Procedure Development:

  • Create and implement procedures for data entry and data maintenance of all constituent groups (donors, institutional funders, volunteers, municipal and public agency representatives, steering committee members and other partners, etc.)  
  • Create and implement procedures for donor acknowledgement
  • Create and implement procedures for volunteer management
  • Create and implement procedures for program and event registration
  • Create and implement procedures for grant management

Background: The Hudson Highlands Fjord Trail will be a new 7.5-mile riverfront linear park in the Highlands region of the Hudson River Valley. Set to begin construction later this year, this contractor role is an opportunity to join the growing team that will ultimately build, manage, and program the new linear park. The Fjord Trail, in its design and future programming, will emphasize accessibility to a variety of outdoor experiences for all ages and abilities to enjoy – from rugged hikes to shoreline promenades to immersive forest and marsh meanders. Hudson Highlands Fjord Trail, Inc. is an independently operating non-profit subsidiary of Scenic Hudson, Inc. (

Contact:  Applications should be e-mailed to:  Send resume and brief writing sample. Further information can be found on our website: No phone calls please

HHFT/Scenic Hudson is an Equal Opportunity Employer promoting cultural diversity and excellence. We are committed to the values of diversity, equity and inclusion, and strive to serve all of the people of the Hudson Valley by evaluating our projects, strategic initiatives, and outcomes through that lens.