Database Manager

JOB SUMMARY: Reporting to the Senior Director of Development the Database Manager is responsible for managing all donor information systems for Meals on Wheels OC development efforts. The Database Manager supports the fundraising and marketing teams by ensuring the accuracy, consistency, and daily maintenance of the organization’s donor database. This includes reporting and analysis of data, gift processing and acknowledgments, as well as managing data entry, data extraction, data quality initiatives, and other related activities. The Database Manager will be the lead contact for data analytics, working with key staff and stakeholders to understand data needs and develop actionable insights. This role will be responsible for supporting current practices, growing reporting capabilities, and helping guide the organization through a CRM migration. The role is highly detail-oriented and analytical, focused on maintaining clean data, generating reports, and ensuring smooth system operations. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Database Maintenance & Data Integrity

• Serve as the primary point of contact for daily database needs.
• Maintain constituent records through regular audits, cleanups, and de-duplication.
• Ensure coding consistency and accuracy across campaigns, funds, appeals, and events.
• Follow and update data entry procedures to maintain data hygiene.
• Under the guidance of the Senior Director of Development, establish and maintain comprehensive documentation for database procedures, policies, and best practices.

CRM Migration Support

• Help prepare for and execute the migration from DonorPerfect to Raiser’s Edge.
• Assist with data cleanup, field mapping, testing, and quality checks.
• Work directly with the consultant/vendor on imports, exports, and verifying the accuracy of transferred data.
• Support staff training by preparing reference materials and answering system questions.
• Provide ongoing system stabilization after migration.

Reporting & Data Analysis

• Run scheduled and ad-hoc reports for fundraising, marketing, stewardship, and board needs.
• Provide lists and segmentation for mailings, emails, and campaigns.
• Track donor activity, giving patterns, and basic performance metrics.
• In collaboration with the Senior Director of Development and Senior Manager of Donor Engagement, analyze giving trends and provide insights that support strategy development, forecasting, and donor pipeline management.
• Maintain, and distribute dashboards and reports for fundraising performance, donor retention, appeals, events, and board/leadership metrics.

Gift Processing & Acknowledgment Support

• Ensure timely gift entry, batching, coding, and reconciliation, includes Finance reports, coding and reconciliation.
• Review gifts to ensure accuracy and consistency with gift entry.
• Ensure proper documentation of soft credits, pledges, stock/securities, DAF gifts, matching gifts, and in-kind donations.
• Assist in generating acknowledgment letters and tribute notifications.
• Monitor recurring gifts, soft credits, and matching gifts.
• Oversee all giving circle membership tracking, reports, and gift entry, and work with the Development Associate to ensure all mailings are completed accurately, including associated reporting, tracking, and database-related responsibilities.
• Manage the synchronization and import of all gifts originating outside of Raiser’s Edge, including website donations, Classy transactions, and other third-party fundraising platforms to ensure complete and accurate data capture, coding, and reconciliation.

Cross-Department Support

• Provide database assistance to Development, Marketing, and Finance teams.
• Help troubleshoot technical issues and coordinate support tickets with the CRM vendor.
• Assist the Director of Marketing and Events with integrations, tracking and reporting (email platform, online giving, events).

Support

• Maintain updated internal guides and documentation.
• Help train staff on basic database functions and reporting tools.
• Troubleshoot user issues, oversee technical support cases, and serve as the one of the point of contacts with CRM vendors.

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

• 1–3 years of experience with nonprofit databases (DonorPerfect, Raiser’s Edge, Salesforce, etc.).
• Strong analytical skills and excellent attention to detail.
• Mastery in Excel (sorting, filtering, pivot tables, etc. required.)
• Experience pulling reports, managing lists, and working with donor database.
• BA/BS in Information Technology (or related field) or comparable technical degree preferred.
• Familiarity with MailChimp, Classy, or similar platforms.
• Understanding of nonprofit fundraising operations (campaigns, appeals, donor types, coding).
• Strong organizational skills with the ability to manage multiple priorities.
• A self-starter with the ability to take initiative, work independently, and be accountable
• Ability to learn new skills, techniques, and ways to accomplish projects and goals 

ESSENTIAL QUALITIES:

• The position requires sound judgment and the ability to operate effectively in situations that may not be strictly defined. Candidates should be adaptable, resourceful, and prepared to adjust to shifting needs.
• This is an  evolving role, and the right candidate will be open to growing with it, taking on deeper reporting, expanded analytics, and new responsibilities as our programs and organizational needs grow.
• Understanding of and passion for Meals on Wheels OC’s vision and mission
• Exemplifies Meals on Wheels OC’s Core Behaviors of respect, integrity, compassion, communication, innovation, and excellence
• A self-starter who displays flexibility, responsibility, and a positive attitude
• Enjoys working directly with a broad spectrum of people
• Occasional after-hours or weekend work during migration milestones or major campaigns. 

PHYSICAL JOB REQUIREMENTS:

• Able to lift up 50 lbs without assistance 
• Able to see close up, moderate and long distances with or without accommodation
• The position uses most the senses, tactile, temperature sensitivity, hearing, seeing, and smelling.
• Excellent Fine motor skill manipulation for typing
• Sitting for an extended period of time

Meals on Wheels Orange County is an equal-opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to creating an inclusive and supportive work environment.