Database Services Assistant

 The Database Services Assistant plays an essential role in supporting the museum’s Membership and Development departments by managing donor and member data, ensuring the accuracy and integrity of records, and providing data analysis and reporting. This position works closely with the Database Services Coordinator and membership and development teams to optimize database usage, streamline processes, and support fundraising, membership retention, and donor engagement efforts.

General Responsibilities

• Arrive on time and ready to work, as scheduled.
• Maintain an accurate record of time worked using web-based time and attendance system.
• Work occasional mandatory overtime, as necessary.
• Work in a professional and cooperative manner with other AMFA associates and employees.
• Maintain a professional, neat, clean, well-groomed appearance. 
• Assist with other duties as assigned.

Key Responsibilities

• Assist in the daily management and maintenance of the museum’s membership and donor database (Tessitura).
• Perform accurate data entry and updates for memberships and donor records. 
• Conduct regular audits to verify data integrity, identify duplicates, and ensure adherence to AMFA and best practices in data management.
• Collaborate with the Database Services Coordinator to implement data-cleaning projects, system upgrades, and process improvements and other database maintenance. 
• Assist in developing and maintaining documentation for database processes and procedures.
• Help maintain data privacy and compliance with regulations such as GDPR or CCPA.
• Assist with Donor Events, including event forms, logistics and RSVPs.
• Assist with layout, review and sending invitations through WordFly.
• Research donor prospects.
• Assist with mail merges, printing and other administrative duties, as needed.
• Other duties as assigned.

Required Qualifications:

• Bachelor’s degree or equivalent experience in a relevant field (e.g., business administration, nonprofit management, data management).
• Experience working with customer relationship management (CRM) systems, donor databases, or membership management platforms such as Raiser’s Edge, Salesforce, or similar.
• Strong proficiency in Microsoft Office Suite, particularly Excel, for managing and analyzing large datasets.
• Excellent attention to detail, organizational skills, and accuracy in data entry.
• Strong communication skills and ability to work collaboratively with staff across the development and membership teams.
• Interest in or experience with museum fundraising, membership programs, or nonprofit development work.
• Ability to work occasional nights or weekends for related events/activities.

Preferred Qualifications:

• Previous experience working with a nonprofit, museum, or cultural institution’s CRM. 
• Knowledge of donor management, fundraising principles, and membership strategies.
• Experience with data extraction, analysis, and report building for fundraising and membership purposes.
• Familiarity with data privacy and security best practices in nonprofit organizations.

Working Conditions and Physical Requirements 

•  Sitting:  Ability to regularly sit for extended periods (up to five hours) while performing administrative duties, including planning, scheduling, and computer-based work.
• Standing: Ability to regularly stand for prolonged periods (up to five hours) during events, including setup, execution, and breakdown activities.
• Walking: Ability to regularly walk frequently throughout event spaces, offices, and outdoor venues, sometimes over uneven surfaces.
• Climbing Stairs: Ability to regularly ascend and descend stairs multiple times during the workday, as required by event venues and office locations.
• Lifting and Carrying: Ability to occasionally lift, carry, push, and/or pull event-related materials and supplies weighing up to approximately 25 pounds, occasionally more with assistance.
• Manual Dexterity: Ability to regularly use hands and fingers for handling event materials, operating equipment, and using office tools.
• Computer Use: Ability to regularly use a computer, keyboard, mouse, and standard office software for event planning, communication, and documentation.
• Communication: Ability to regularly communicate effectively and professionally, both verbally and in writing, with staff, vendors, clients, and the public in a variety of environments, including noisy event settings.
• Visual Acuity: Ability to regularly see and read printed and digital materials, monitor event details, and observe surroundings.
• Hearing Acuity: Ability to regularly hear and understand spoken communication in person and over the phone, including in environments with background noise.

• Mobility and Endurance: Ability to maintain physical stamina and mobility to meet the demands of event schedules, which may include evenings, weekends, and extended hours.
• Work is primarily performed inside the Museum, both in a working office and event spaces.  Work station is located in a shared work space and may be subject to interruptions.
• Occasionally, but temporarily, exposed to outside weather conditions; occasionally includes rain, snow, ice, sleet, and extreme hot or cold temperatures. 
• Occasionally exposed to noise levels up to eighty-five decibels.