Job Purpose

The purpose of this job is to manage the Thomas Jefferson Foundation's donor database, ensure the accuracy of donor contact information and outreach records, perform data analytics tasks that are vital to the daily operations of the Foundation, working across departments to provide sound data for decision making purposes.

In addition, this position supports the Development Department activities as needed, including assisting with special communication projects and events.

The position helps to staff the department phone line and the give@monticello.org email inbox, managing inbound donor and information requests.

Essential Functions

1. Maintain donor records.
2. Create and update donor records in Raiser's Edge.
3. Record correspondence and outreach in donor records.
4. Manage the ImportOmatic plug-in including the creation and use of new profiles.
5. Update the database management plan and complete trainings to inform that plan. This plan should include detailed instructions for database hygiene and be accompanied by a series of queries to perform the data cleanup.
6. Complete Raiser's Edge digital trainings to stay current on new features and best practices, and advise management on recommended changes and enhancements to improve productivity and accuracy.

Manage data analytics functions

1. Create database queries/exports, list production, and imports as requested.
2. Create solicitation-specific donation pages on our website and link those pages to Online Express in Raiser's Edge, allowing tracking of solicitation responses.
3. Advise development team on donor segmentation for communications, solicitations, and events.
4. Download criteria-specific data from the SQL Galaxy Reporting Services, clean the data, and incorporate it into mailings.
5. Clean data within Raiser's Edge and in Excel for accurate solicitations and communications.
6. Create and manage all appeals, packages, and events in Raiser's Edge. Provide analysis of appeals, funds, giving sources, etc. based on this data.
7. Manage the department's vendor relationship with the mail processing vendor Datamann. Oversee Datamann's processes to clean our data for large direct mail solicitations.
8. Collaborate with team members to audit donor tracking documents.
9. Build out Cabinet email solicitations and event invitations in Online Express. Track responses to the correspondence.
10. Provide data for donors, gifts, grants, funds, etc. to various departments (i.e. Getting Word, the Library, Curatorial, the Saunders-Monticello Trail).
11. Collaborate with Marketing and Retail staff to share donor and visitor information and keep Raiser's Edge, Exact Target, and the Catalog's database up to date.
12. Collaborate with Marketing staff to send data lists to our printers and review proofs of solicitations.
13. Manage the gift-in-kind data entry process between Development, Curatorial and the Library.

Participate in gift processing procedures.

1. Help process incoming mail when needed: open, sort, scan, deposit gifts and enter gift data into the Raiser's Edge database.
   1. Create new and update existing donor/organization records with gift information.
   2. Attach $1k gift paperwork in NXT
   3. Communicate with donors as needed about their gift status, ways to give, processing errors, etc.
2. Manage the batch committal process. Assign batches to Development department staff when extra help is needed.
3. Collect donor data and generate weekly gift reports with appropriate notations for the Development team.
4. Help organize the weekly Development Team Meeting. Highlight donors and donor opportunities for the Team.
5. Help prepare weekly and monthly gift reports for the accounting office and the President's office.
6. Manage our online giving accounts and assist Management with state registrations by providing fundraising data for the renewal applications.
7. Collaborate with Accounting to create new funds, set up banking information, adjust gifts, write off gifts, etc.
8. Help produce and send tax acknowledgement documentation (tax letters) for donors.
9. Produce tribute/honorary/memorial letters as needed.
10. Process the President's thank you notes and manage Gift Report Letters status on behalf of the President's Office during Executive Assistant vacancies, or when extra support is needed.

Development Department Support

1. Help manage the department's give@monticello.org email inbox.
2. Help manage the department phone line to answer calls and provide customer service to callers or route the inquiry to the proper department.
3. Assist with the production and assembly of mail solicitations when necessary.
4. Document department procedures by writing and maintaining a Development Team onboarding guide, a gift processing guide, a weekly gift report guide, a batch committal guide, and an appeals/packages/events guide.
5. Manage and train volunteers and temporary staff in required database procedures and operation.
6. Assist with special communications and events, as needed.

Knowledge, Skills and Abilities

1. High level computer skills - Excel, Outlook, Power Point, Word and donor databases. Experience with Blackbaud's Raiser's Edge preferred.
2. High level communication skills, written, and verbal.
3. High level organization skills and attention to detail, particularly concerning numerical data and personal information.
4. Ability to work with confidential information appropriately.
5. Ability to work independently with consistent decision-making and problem-solving.
6. Commitment to update Raiser's Edge skills by completing Blackbaud's digital trainings and exams and to be the team expert on Raiser's Edge.
7. Commitment to attend Monticello Guide training to learn about communicating our complicated history and how to communicate the Foundation's education mission to donors.