Donor System & Data Manager

Job Title: Advancement Database Manager

FLSA Classification: Exempt

Department: Advancement

Reports to: VP of Advancement

Updated: 9.15.25

The Advancement Database Manager is a strategic, leadership-track role central to the success and long-term revenue growth of the Advancement Department. This is not an administrative position—it is a data-driven, systems-focused fundraising role for a professional who understands how donor data fuels impact, insight, and income.

Responsible for optimizing a Raiser’s Edge NXT database with over 80,000 records, this position serves as the operational and analytical backbone of a team raising $5M annually. The person in this role plays a key part in shaping strategy, forecasting revenue, targeting audiences, and ensuring clean, segmented data across all giving channels—major gifts, annual giving, peer-to-peer, institutional giving, and grants.

They build reports, dashboards, and pro-actively manage portfolio data and support fundraisers to grow giving through smarter segmentation, better targeting, and more efficient operations. With deep knowledge of Raiser’s Edge NXT, the donor lifecycle, and fundraising strategy, this role supports and advances every function in the advancement department—and positions the team for scalable, sustainable revenue growth.

Database Oversight & Strategy

• Establish and maintain data governance policies and procedures; document system usage and workflows.
• Lead data hygiene, audits, deduplication, and ongoing cleanup projects to ensure accuracy and reporting integrity.

Fundraising Support & Campaign Execution

• Build complex queries, exports, segmentation lists, and reports to support donor appeals, campaigns, events, and stewardship.
• Support campaign personalization through targeted list building and segmentation logic for mail and digital campaigns.
• Partner with major gift officers and development staff on donor portfolio management, pipeline tracking, campaign reporting, and prospecting.
• Collaborate with the institutional giving and grants team to provide timely and accurate giving histories, outcomes data, and funder-specific reporting tools.
• Support corporate partnership efforts through tracking, segmentation, and data alignment for sponsorships and deliverables.

Analytics & Decision Support

• Generate reports and dashboards for campaign tracking, donor retention, donor trends, and year-over-year giving comparisons.
• Provide fundraising analytics and segmentation insights to inform strategy and improve performance across all giving levels.
• Partner with the VP of Advancement to inform revenue forecasting, set team and individual fundraising targets, and track progress toward goals.

Gift Processing, Acknowledgment & Stewardship

• Oversee accurate and timely gift entry, including credit card, online, recurring, tribute, and matching gifts.
• Collaborate with Finance for monthly reconciliation and fund coding alignment; assist in audit preparation.
• Manage the acknowledgment process including tax receipting, donor thank-you letters, and custom recognition strategies.
• Coordinate and execute mail merges for donor communications, including appeals, acknowledgments, renewals, and stewardship reports.

Training, Documentation & Usher Support

• Create and maintain internal user guides, documentation, and standard operating procedures.
• Provide support and troubleshooting for all users; encourage adoption of new tools and features to maximize effectiveness.

• While this role does not currently supervise direct reports, it provides critical leadership across the Advancement team through training, strategic insight, systems ownership, and process development.
• May oversee contractors or temporary staff for data projects or bulk gift processing periods.
• Promote professional development, collaboration, and performance excellence within the advancement team.

• Strong understanding of donor development strategy, stewardship, segmentation, and campaign design.
• Raiser’s Edge NXT Mastery: Deep experience in all core functions—administration, reporting, gift entry, and prospect management.
• Ability to translate data into action and support revenue growth through smarter data practices.
• Proficient in reporting, dashboard design, Excel analysis, and translating trends into forecasts.
• Detail-oriented, deadline-driven, and committed to clean, accurate, reliable data systems.
• Strong interpersonal and instructional skills to support team learning and adoption.
• Brings a service mindset, while holding high standards for quality, accuracy, and effectiveness.

Typical office environment. Based on business needs; your responsibilities may require offsite meetings, conferences, or trainings.

This position requires the ability to sit, bend, squat, stoop, and walk-up flight of stairs and able to safely lift 20 pounds and carry 20 pounds. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls. Must be able to operate a computer, printer, calculator, and telephone communication.

• Bachelor’s degree required; Master’s degree in nonprofit management, communications, or related field preferred.
• 5 years of experience in nonprofit development or advancement services.
• Demonstrated expertise in Raiser’s Edge NXT (administrator-level strongly preferred).
• Proven experience supporting major gifts, annual giving, grant reporting, and donor stewardship through data systems.
• Experience reconciling gifts with Finance and understanding nonprofit financial practices and compliance.
• Proficiency in Microsoft Office (especially Excel); experience with digital fundraising or e-marketing tools a plus
• Experience managing mail merges and acknowledgment letter systems.

• Valid driver’s license and insurability under the organization’s policy.
• Completion of mandatory trainings, including Mandated Reporter and Ethical Conduct.

Hanna is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

This job description is not exhaustive and may be subject to change at any time. Other duties may be assigned as needed to support organizational goals.