Donor Database Administrator
8 months ago
Employment Information
Summary
Put your information management skills to work creating social good! Help DWC’s fast-paced development team effectively cultivate supporters by serving as our Donor Database Administrator. The Database Administrator understands the power of accurate, complete, and detailed data in informing good decision-making, appreciates finding ways to better use technology to meet needs, and enjoys continually building on their knowledge and expertise by implementing best practices in data entry and management. They should also understand the fundamentals of nonprofit fundraising and the need for accurate information in managing donor relationships. Reporting to the Director of Individual Giving, this position is an integral part of DWC’s Development team and will work with sensitive grant, donor, and financial information.
Essential Functions
Data Entry, Gift Acknowledgements, and Reconciliation
- Manage processing of all financial gifts; assist in valuation and recordkeeping of in-kind donations. Enter gifts into CRM database with appropriate coding and donor information, troubleshooting and soliciting team input when needed.
- Work with development staff to produce an accurate and timely gift acknowledgement and tax receipt process, including: preparing customized donor acknowledgement letters, tribute cards, year-end statements and other correspondence in compliance with IRS standards
- Batch and report all donations to the finance staff on a timely basis following organization protocols; manage the weekly and monthly reconciliation process to ensure the smooth transfer of data to the finance staff, as well as year-end reconciliation and audit prep as requested.
- Manage incoming inquiries about donation recordkeeping and acknowledgements; ensure strong and timely ‘customer service.’
- Monitor giving and payment processing platforms such as Benevity, PayPal, Give Butter, and Stripe. Facilitate fund transfers and provide documentation as necessary.
Systems and CRM Management
- Manage donor database user roles, permissions and group settings across the organization.
- Maintain data quality and integrity by creating and implementing processes and performing regular database de-duping, validations, and cleanup procedures.
- Work with development staff to systematize research, biographical, and other recordkeeping in addition to financial records.
- Manage vendor relationships to support development operations.
- Provide training and technical assistance to users (both staff and volunteers)
- Create and maintain training and help materials on donor database processes and policies
Reporting and Other Operations
- Produce accurate queries, reports, and lists needed by development staff and CEO, including campaigns and mailings, events, moves management, prospect tracking, donor trends, analytics, and other tailored reports on a routine and as needed basis.
- Help development staff manage dashboards on revenue progress and moves management.
- Maintain accurate records of correspondence and campaigns.
- Work with the Manager – Donor Relations to manage the monthly donor program.
- Communicate proactively to CDO and development staff about donor feedback, trends, and daily operations.
- Stay informed and implement new database updates, features, functionality, and best practices in order to guide process improvements.
- Assist with coordinating the production of mailing lists for campaign appeals and event invitations.
- Prepare materials for distribution, such as copying, filing, mailing, etc.
- Ensure the development office is equipped with the necessary supplies, such as pens, notebooks, letterhead, and donor stewardship materials.
- Other duties as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Competencies
- Computer and Technical Skills
- Attention to Detail
- Problem Solving and Critical Thinking
- Data Analysis
- Organizational Skills
Supervisory Responsibility
This position does not have supervisory responsibilities.
This position does not have supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
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.
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.
While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
Position Type and Expected Hours of Work
This is a full-time, non-exempt position. Days and hours of work are Monday-Friday from 9:00 am to 5:30 pm.
This is a full-time, non-exempt position. Days and hours of work are Monday-Friday from 9:00 am to 5:30 pm.
Travel
No travel is expected for this position.
Work Remotely:
Hybrid with a minimum of 2 days in the office per week.
Hybrid with a minimum of 2 days in the office per week.
Required Education, Experience, and Qualifications
- Minimum 3 years of experience needed; nonprofit fundraising experience preferred.
- Minimum 2 years of experience working in a database system
- High School or GED required, a Bachelor’s degree is a plus
- Proficiency in Microsoft Excel required.
- Knowledge of donor database systems, preferably Bloomerang.
- Strong ability to identify user needs, find solutions, and translate technical matters into everyday language
- Excellent attention to detail
- Highly organized self-starter with an ability to produce high-volume, high-quality data
- An ability to take initiative, manage multiple priorities, and set and meet goals and deadlines
- Strong multitasking and problem-solving skills; ability to maintain composure in a fast-paced environment
- Compassion and understanding of the Center’s unique approach to service provision
- Cultural Humility
- Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings at DWC.
- Must provide documentation of a negative TB test result within the last twelve months, on first day of hire.
- You will be required to be up to date on your vaccinations against COVID-19 and provide documentation. If you are fully vaccinated and not yet eligible to receive a booster dose, then you must receive the booster dose within 30 days of becoming eligible and eligibility begins 5 months after receiving the final primary dose. If you are fully vaccinated and have received a booster dose, you are considered up to date with your vaccinations. Unvaccinated individuals must receive their 1st dose before their first day of hire. Partially vaccinated (for 2-dose series) individuals must receive their 2nd dose within 30 days of being hired. The second dose of a two-dose vaccine series is due 4 weeks after the primary dose.
Pay Range
$26 - $28/hour
Work Authorization/Security Clearance
Being authorized to work in the U.S. is a precondition of employment. DWC does not sponsor employment visas, such as H-1B.
Downtown Women’s Center provides equal employment opportunities (EEO) to all employees and applicants and actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences is essential to our organization’s effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, mental or physical disability, marital status, pregnancy, military and veteran status, medical condition, geography, socio-economic status, and other unique attributes that make us who we are.
Downtown Women’s Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Share this
