Database Manager

Job Description

GENERAL DETAILS

Title - Database Manager

Department - Advancement

Location - Office based, remote work, occasional travel

Reports To - Vice President of Advancement

Status - Full-time, Year-round

Classification - Exempt

Schedule - Weekdays, Weekends, Evenings, Holidays

Hours - 40

POSITION SUMMARY

The Database Manager is responsible for managing and optimizing all aspects of Roundup River Ranch’s donor relationship database Raiser’s Edge, and serve as lead administrator for all donor-facing digital payment and giving platforms. This includes database maintenance, analysis, reporting, cleaning, training financial reconciliation, and responding to all requests for information as well as the general functioning of the Development Team’s data management. In this role the Database Manager will report to the VP of Advancement and provide general support to the Development function during peak periods.

This position can be based either in the Vail Valley (Vail, Avon, Edwards, Eagle, Gypsum) OR in the Denver Metro area.

ESSENTIAL JOB FUNCTIONS

Data and Financial Systems Administration

• With high accuracy and timeliness, manage, oversee, and execute the day-to-day activities of the Roundup River Ranch donor database including constituent records, gift processing, donor acknowledgements, honor/memorials, queries and reports, importing/exporting, maintenance, troubleshooting and all related processes and procedures.
• Ensure the database is accurate and up to date, and that it tracks key information such as cultivation activities, histories, and solicitation and reporting calendars.
• Develop a schedule of essential periodic database maintenance and clean-up to remove duplicative and inconsistent data.
• Ensure proper administration and gift documentation for all donor-facing digital payments platforms, including but not limited to Blackbaud Merchant Services, wire/ACH donations, GoFundMe, PayPal, GiveSmart/CardPointe, MightyCause, Benevity, Bonterra, and RENgiving.
• Reconcile all donations with Finance reporting on a monthly basis to ensure complete financial accuracy within Raiser's Edge.
• Develop and maintain effective strategies, best practices, and comprehensive standard operational procedures for all aspects of database duties. Including: donor records, gift processing, donor acknowledgement, donation notifications to assigned solicitor, and event support.Utilize third-party software and plug-ins to enhance the existing donor database, maintain current industry standards, and best practices.
• Facilitate integration between Raiser’s Edge and digital giving platforms
• Ensure that all communications (hard-copy and electronic) associated with donations are filed and recorded properly for audit purposes.
• Recommend and implement enhancements and best practice to optimize fundraising tools

Reporting

• Develop and prepare report portfolios for various audiences, such as monthly and quarterly revenue reports, weekly report recaps, reports relating to annual appeal initiatives, and annual revenue and fundraising goals.
• Utilize standard query language and logic to execute strategic and detailed donor and constituent reports including giving levels and history, recurring gifts, event totals, and categorical reports using dashboards, , reports, and exports.
• Generate tailored mailing and donor lists that support fundraising strategies and goals as requested by the Development and Marketing Teams.
• Create and maintain development fundraising dashboard in conjunction with the Chief Financial Officer that capture status of fundraising revenue goals.
• Develop and maintain efficient reporting and tracking structures for key fundraising segments.
• Deliver monthly financial reporting to Finance team from all digital and giving platforms, including but not limited to Blackbaud Merchant Services, Classy by GoFundMe, GiveSmart/Cardpointe, Mightycause, Benevity, and PayPal.
• On a monthly basis utilize exception queries to monitor proper gift attributes, including receipting/tax deductible amounts and soft credits
• Support VP of Advancement and Development team with EOS reporting

Collaboration

• Work collaboratively within the Development Team to ensure cohesive implementation of donor database strategies with communication and marketing strategies, events, grant proposals, and other key development functions.
• Work with and train individual fundraisers within the Roundup River Ranch Development Team to ensure appropriate and optimal database use and timely record keeping.
• Provide support to Finance during the annual fiscal year audit, including reporting on cumulative annual campaign, fund, gifts of stock, major gifts, noncash gifts, signature events reporting, and bequest updates. Support with additional audit data requests as needed.

Training & Support

• Provide excellent donor stewardship and function as lead for all donor inquiries related to gifts, credit card donations and other proprietary donor information stored in the database.
• Provide training and support to development and appropriate staff on key database processes and procedures to ensure workflow efficiency and back-up coverage during times of high gift volume.
• Administer user accounts and respond to requests from other staff for updates to Raiser's Edge and and all other donor-facing digital payment platforms.
• Promote timely entry of detailed donor notes in Raiser’s Edge and facilitate team utilization of RE fundraising tools and donor engagement tracking.
• Organize and support periodic database training for users (Development team)– including Blackbaud hosted trainings, and internal organizational best practices.
• Complete essential Blackbaud and Raiser’s Edge trainings to develop and maintain a foundational knowledge base

Events

• Provide general team support for development team as needed during fundraising and cultivation events, and attend signature events
• Serve as lead administrator for event management software across all event types, including signature events, third party events, cultivation events, and peer-to-peer fundraising events.
• Provide database and donor information related support before, during, and after live, virtual, and multi-day events. Responsibilities include donation form designing, event webpage setup, ticketing/registration, check-in/check-out, payment method setup and processing, online bidding, gift processing, and post-event follow-up.
• In a timely manner (24 hours), reconcile all event donations and generate thank-you call lists for signature events.
• Serve as the primary point of contact for real-time troubleshooting and support related to event management software.
• Facilitate event-related communications internally to staff and externally to attendees, including payment notifications, reminders, confirmations, event updates, and donation receipting.

General Responsibilities

• Maintain discretion and confidentiality regarding employees, donors, and other personal private information.
• Develop and consistently execute a process for providing donor acknowledgement communications, including annual tax receipts and Colorado Childcare Tax Credit forms.
• Other duties as assigned.

JOB COMPETENCIES

• To perform this job successfully, an individual should have strong proficiency with CRMs (Raiser’s Edge currently utilized), online donation processing platforms, Office 365, contact management software, Excel data modeling, and word processing software.
• Ability to work independently, prioritize, adhere to deadlines, and follow through on completion of tasks.
• Ability to be successful in a collaborative environment and adhere to an appropriate degree of poise, diplomacy and tact when interacting with internal and external constituents.
• Excellent verbal and written communication skills.
• Flexibility and willingness to assume new tasks and special projects.
• Proven organization and administrative abilities, with meticulous attention to detail.
• Demonstrates the Guideposts in all aspects of work.

MINIMUM QUALIFICATIONS

• Minimum two years of CRM or database management preferably as an administrator in a non-profit fundraising environment. Experience with Raiser’s Edge preferred.
• Intermediate to advanced computer literacy and technical skills.
• Bachelor’s degree or equivalent work experience in a related field.

PHYSICAL REQUIREMENTS

• Office Based / Indoors - 75%
• Desk / Computer work - 75%
• Sitting - 75%
• Outdoors - less than 25%
• Standing - less than 25%
• Walking / Moving - less than 25%
• Lifting / carrying - Up to 40lbs
• Driving - Occasional

DISCLAIMER

The scope of the job and responsibilities outlined in this document are not exhaustive and may change based upon the needs of the business. This job description is not intended to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. This is a general outline of duties, responsibilities, and activities, which may change at any time with or without notice and at the sole discretion of Roundup River Ranch.

Benefits: This full-time, year-round position is eligible for a comprehensive benefits package including 100% subsidized health, vision and dental insurance for employee only coverage, our Wellness Benefit Program with a value of $1,000 and a 403(b) retirement plan with a 3% employer match. Employees are eligible for 20 days (160 hours) of PTO in their first year, in addition to 10 paid public holidays.

RRR1M: At Roundup River Ranch, we believe in fostering a mission-centered culture. To demonstrate that we are all supporting the incredible, and purposeful mission of Roundup River Ranch, every employee participates in organization-wide efforts. Included in all position job description responsibilities is the agreement of “other duties as assigned”. We agree to partner in being our mission’s greatest contributors by completing tasks or assignments that may fall outside the typical job description. Examples of this include but are not limited to community ambassadorship, camp program and donor cultivation event engagement and support, supporting annual opening and closing of our campsite, supporting present operational needs, and/or being a positive role model for stakeholders by exemplifying care and investment in organizational outcomes and successes. Not only is this engagement supportive of achieving and contributing to organizational goals, it provides an essential opportunity for meaningful, personal connection with our Mission and helps define what it means to be “All In” as a Roundup River Ranch employee.

ACKNOWLEDEGMENT

This job description indicates the minimum qualifications and level of knowledge, skills, and/or abilities deemed necessary to perform the job competently. Completing and signing this acknowledgement indicates your understanding of the requirements, essential functions, and expectations set forth in the job description provided for the position.