| Job Description | Reporting to the Executive Director of the Foundation, the Database Administrator and Analyst serves as a key member of Foundation team. Responsibilities focus on ensuring the accurate collection, storage, and retrieval of donor information and, through these efforts, supporting accurate financial reporting and audit compliance for the Foundation. The Administrator/Analyst develops and implements an ongoing, comprehensive data quality program; records and processes gifts according to Foundation policy; conducts detailed constituent research and develops profiles of prospective donors for the use of the President and others; maintains current and comprehensive procedural documentation regarding the constituent database; provides training in the use of the database; and delivers high-quality customer service to donors, clients, and colleagues. The Administrator/Analyst is responsible for managing technology implementations, transitions, and updates involving the constituent database and associated information technology systems used by the Foundation. Each Administrator/Analyst will be capable of performing all responsibilities that fall under them, while each will have a unique portfolio of primary responsibilities.
Serving as an advisor to the Foundation leadership staff, the Administrator/Analyst researches and recommends opportunities for process improvement, new data sources, technology implementation, or other improvements with the goal of collectively optimizing the database’s accuracy, reporting capabilities, support for fundraising outcomes, and support of financial accuracy and audit compliance. The Administrator/Analyst contributes to the development of an annual plan and a multi-year IT roadmap for the Foundation. Serving as the primary liaison to the University information technology unit, the Administrator/Analyst also assesses, integrates, and supports other information technology tools and services used by Advancement and the Foundation.
Essential Job Duties: - Maintains accuracy and integrity of constituent records including biographical updates and gift information while adhering to the Foundation’s data entry standards. Develops and implement a comprehensive data quality and hygiene plan. Creates, executes, and validates reports to ensure data integrity and accuracy of constituent record. Ensures data is accurately stored in university data systems and electronic files and adheres to national, state, and university privacy standards and information security policies.
- Researches constituent information. Conducts research on prospective donors, devises actionable strategies and crafts profiles of prospects for the use of the President and other staff members.
- Identifies and proposes new data sources that will support the Foundation efforts.
- Creates effective custom reports for donor and financial data. Conducts data analytics and data visualization. Creates contact lists for the purposes of memberships, communications, and registrations.
- Processes gifts in a timely and accurate fashion, including accurate posting of all pledges and gifts to donor records in accordance with approved Foundation procedures and policies. Produces gift receipts and acknowledgements or invoices. Manages, records, routes and stores gift documentation as needed. May be called upon to organizes daily gift deposits and, if needed, assembles batches. Coordinates regularly with the Foundation’s financial team regarding gift entry, gift posting, campaign/fund creation, gift restrictions and audit reporting.
- Contributes expertise to data policy development and database architecture strategy, including supporting the development of annual plans and a multi-year IT / technology roadmap for the Foundation.
- Maintains clear, complete, and current digitally-accessible documentation of policies, practices, and procedures. Observes the approval workflow and documentation requirements associated with proposing variances.
- Trains users of the database service and associated systems and services.
- Serves as Foundation liaison to University IT department. This includes ensuring review of products by University IT and securing their endorsement prior to Foundation purchasing certain tools, licenses, or services.
- Manages system updates, implementations, and technology transitions. Assess, acquire, and install/integrate additional systems and services.
- Sustains a high level of professional training for the assigned role.
- Establishes and maintains effective relationships with clients, donors, alumni, and colleagues.
- Performs other duties as assigned or requested.
Knowledge, Skills and Abilities: - Highly organized self-starter with strong interpersonal, problem-solving, and analytical skills.
- Strong attention to detail and a track record of meeting deadlines.
- Basic knowledge of or ability to learn basic fundraising principles and best practices.
- Excellent math, analytical, and computing skills.
- Aptitude for learning new software and systems.
- Strong written and oral communications skills, as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information, receive work direction, and meet or exceed performance expectations.
- Ability to collaborate effectively with a colleague/peer within the documented operation procedures and policies pertaining to the constituent database.
- Ability to effectively operate a software platform for constituent records collection, management, and retrieval.
- Knowledge of syntax programming and best-practice approaches to technical problem solving.
- Knowledge data visualization strategies and tools, as well as basic statistical analysis.
- Proficiency with office-oriented programs, including Microsoft Office Suite.
- Ability to anticipate needs, see opportunities and use good judgment in dealing with confidential information.
- Ability to analyze and review operational procedures, identify problem areas and optimize performance through procedural change.
- Resilient, adaptable, and collaborative team member with a demonstrated ability to effectively manage multiple tasks and adjust effectively to evolving priorities.
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