Reports To: Director of Development
FLSA Status: Exempt/salaried
Schedule: Full-time, 38 hours/week
Direct Reports: None
Benefits Package: Program Staff Exempt
Under the supervision of the Director of Development, the Database Coordinator is responsible for oversight and completion of informational and financial data entry processing and reporting in the organization’s constituent database software (Blackbaud CRM). This position will work closely with the Development team to ensure high standards in data integrity and maintain accurate, effective and accessible records and reports that support JPSA’s fundraising, prospecting, campaign and event activities. The Database Coordinator will serve as the internal database expert, able to confidently fulfill user requests, perform system maintenance, and define/document best practices and policies for data integrity.
CRM Database Responsibilities:
- Oversight of constituent & informational data entry into CRM; continual data entry of pledges into CRM (assist with Tribute and payment entries when necessary).
- Produce mailing lists for all donor and community-related mailings, e-blasts, and special events.
- Assist staff with creating and maintaining events in the event module of CRM.
- Produce pledge cards both on an individual basis and for all fundraising events throughout the year.
- Assist Finance Department with producing and mailing quarterly statements and annual tax substantiation letters to donors.
- Liaise with Finance Department on the monthly reconciliation of pledges and payments and other reporting needs, and with Development Staff to ensure proper reconciliation of all events.
- Assist Campaign Manager with roll over process into new campaign and fiscal years in CRM.
- Work with Communications and Development team to plan and execute JPSA direct mail and phonathon efforts, including creating marketing efforts in CRM and producing data lists.
CRM Database Reporting:
- Responsible for the reporting of statistics and other information on a regularly scheduled basis and as requested by staff. This includes daily, weekly, monthly, quarterly and annual reporting.
- Assist with creating and maintaining queries & export definitions in CRM.
- Conduct data integrity testing, data clean-up tasks, and NCOA updates.
- Ensure the hosted CRM environments (staging and production) and donor portal are maintained appropriately (tracking the testing, development, upgrades, etc.) and are easily accessible by authorized users.
- Perform global changes, clean-ups, system maintenance, and data appending procedures.
- Set-up, schedule and monitor database system processes and queues.
- Investigate and troubleshoot errors encountered by users, and escalate cases to support where needed.
- Work with senior leadership to identify needs and develop/implement database-related processes and instructions that optimize fundraising objectives.
- Develop systems and strategies to enable tracking, oversight and delivery of key projects, including organizations dashboards (Board and Executive Team levels).
- Identify and implement business process improvements and related system enhancements for functional use, including the improvement of efficiencies through automated routines to perform tasks.
- Train and maintain the knowledge level of all staff on the use of the database, including ongoing support and continual training as needed, with the goal of empowering staff to be able to perform tasks independently going forward.
- Provide superior customer service to both internal constituents and volunteers/donors.
Perform other duties and responsibilities as required, assigned, or requested.
- High school diploma or higher; Bachelor’s Degree desired.
- 2-3 years of donor database related work experience.
- Understanding business and fundraising use of database technologies, including reports and data.
- Detail-oriented, organized, with high level of accuracy and demonstrated time management skills.
- Demonstrated experience managing complex databases and report querying.
- Advanced skills in Microsoft Office, particularly Excel and Word.
- Ability to create, analyze and report KPIs with strong research and evaluation skills.
- Strong communication and relationship-building skills; professional demeanor; and ability to thrive in a diverse environment.
- Ability to handle confidential information with discretion and tact.
- Availability to work occasional evenings and weekends; access to reliable transportation.
- Bachelor’s degree
- Two+ years of administrative or accounting experience preferred
- Flexibility and adaptability to change.
- Experience with Blackbaud CRM.
- Experience working in non-profit or education is preferred.
- Other professional credentials or licenses pertinent to the position.
While performing the duties of this job, the employee will experience conditions generally present in an office environment, and may be exposed to loud noises, risk of electrical shock, and, on occasion, outdoor weather conditions. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform essential job functions.
While executing the job functions described, the employee may occasionally be required to run, kneel, stoop, reach and lift and/or move up to 20 pounds; required to regularly stand, walk, sit, talk, hear and see. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform essential job functions.
The preceding job description has been designed to indicate the general nature of work performed, the level of knowledge and skills typically required, and the usual working conditions of this position. It is not designed to contain, or be interpreted to be, a comprehensive listing of all requirements, responsibilities or duties that may be expected of an employee in this position.
Equal Opportunity Employer
Jewish Philanthropies of Southern Arizona is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, religion, age, sex, national origin, disability, sexual orientation, gender identity, veteran status, or any other condition prescribed by federal, state or local law.