Database Specialist |
Chrysler Museum of Art Tagline | The Chrysler Museum of Art in Norfolk, VA is a premier cultural destination, showcasing over 30,000 works across 50 galleries and featuring the Mid‑Atlantic’s only Glass Studio. With free admission, the Museum is dedicated to accessibility and inspiring all who engage with art. |
Department: | Finance, while maintaining a collaborative relationship with Philanthropy |
FLSA Status: | Non-Exempt |
Supervisor duties: | No |
Position Type: | Full-Time (FT) |
Reports to: | CFO /Deputy Director of Operations |
Benefits Eligibility: | FT - Yes, Medical, Dental, Vision, 403 B, STD/LTD, PTO, etc. |
Revision Date: | November 2025 |
|
Primary Purpose: | The Database Specialist is responsible for maintaining and optimizing the Museum’s constituent database, ensuring its accuracy, integrity, and effective use across the organization. Success in this role is demonstrated by consistently maintaining accurate donor and member records, processing all contributions within 24 hours of deposit, generating acknowledgements and membership cards within 48 hours, delivering renewal notices and pledge reminders with at least 95% on‑time completion, and reconciling daily donations with Finance to ensure alignment across systems. By consistently meeting these standards, the Database Specialist supports fundraising, stewardship, and operational goals while serving as a trusted partner to colleagues in Development, Finance and other departments. |
Key Performance Indicators (KPI): | Openness: Share information transparently and collaborate across departments to strengthen organizational trust. Respect: Handle sensitive donor and member data with confidentiality and professionalism, ensuring all interactions reflect the Museum’s values. Ensure donor records are maintained with accuracy and kept up to date. Growth: Seek opportunities to improve database processes, documents, adopt best practices, and support the Museum’s evolving needs. Dynamism: Adapt quickly to new projects, technologies, and priorities, maintaining flexibility and responsiveness in a fast‑paced environment. |
Essential Functions: | - Donation Processing: Accurately enter all donations (memberships, contributions, and pledges) received via mail, online, or in person into the database. Ensure daily reconciliation of donations within 24 hours of deposit.
- Acknowledgements & Reporting: Generate membership cards, donor acknowledgements, and daily reports in a timely and precise manner. Generate acknowledgement letters within 48 hours of gift receipt.
- Membership Management: Print, review, and mail membership renewals and pledge reminders, ensuring consistency and professionalism.
- Database Hygiene: Maintain data integrity by running regular queries, updating records, and performing deduplication to eliminate redundancies.
- Documentation: Scan and attach relevant documentation to constituent records for historical and audit purposes.
- Prepare and deliver ad hoc database reports as needed to support departmental and organizational needs.
- Prospect Research: Run and distribute weekly prospect research reports to the Development team to support donor cultivation.
- Financial Reconciliation: Partner with the Finance team to reconcile daily donations and ensure alignment between systems, Altru and Financial Edge.
- Reporting & Analysis: Prepare queries and generate reports for Development and Finance teams as requested, supporting strategic decision‑making.
- Special Projects: Assist with departmental initiatives and special projects as assigned.
- General Administrative Support: Perform other duties as required to advance the Museum’s mission and operational efficiency.
|
Required Knowledge, Skills, and Abilities: | - Minimum of 4 years of professional experience working with databases, including data entry, reporting, and maintenance.
- Strong proficiency in Windows and Microsoft Office applications (Word, Excel, Outlook, Internet Explorer), with the ability to learn and adapt to new software tools.
- Excellent oral and written communication skills, with the ability to convey information clearly and professionally.
- Demonstrated ability to collaborate effectively with staff, board members, volunteers, and stakeholders across diverse backgrounds and organizational levels.
- Exceptional organizational and time‑management skills, with a positive and professional demeanor.
- High level of attention to detail; able to work efficiently with time‑sensitive materials while managing multiple priorities.
- Proven ability to maintain absolute confidentiality and handle sensitive information with discretion.
|
Preferred Knowledge, Skills, and Abilities: | - Prior experience in a non-profit setting and BA/BS preferred.
- Prior Altru and Financial Edge (the Museum’s primary CRM) experience strongly preferred or similar CRM systems.
|
Working Conditions and Physical Requirements: | - Must be able to lift and carry file boxes and other awkward items weighing up to 25 lbs., including up and down stairs.
- Requires intermittent standing, walking, sitting, squatting, stretching, and bending throughout the workday.
- Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.
- This position will work in a busy environment, subject to frequent interruptions, and will interface regularly with the public.
|
