Database Manager - Crossroads School for Arts & Sciences - On-site in Santa Monica, CA

Paul Howiler 2

Job Title: Database Manager	Location: 21st Street Campus
Division/Dept.: Advancement	Status: Full Time/Exempt
Reports to: Director, Data Strategy & Operations	Revision Date: 6/27/2022

Position Overview: (summary of main purpose of the job)

The Database Manager plays a pivotal role in Crossroad School’s Advancement department. The Database Manager oversees the Raiser’s Edge database, with a focus on data integrity and analysis, to maximize philanthropic income and to build relationships with the School’s constituents.

Essential Job Functions:

Data management/hygiene: 25%

• Monitor the integrity of data through regular audits, as well as identifying and researching discrepancies
• Runs daily, weekly and monthly QA tasks
• Enforce database policies on data collection, retention and management
• Assist with administration of data hygiene and data enrichment tools, such as NCOA and prospect research
• Ensures confidentiality of Raiser’s Edge data including addresses and donor records
• Develops and implements ongoing plans to improve the integrity of the database

Reporting and Analytics: 40%

• Maintain reporting processes that provide accurate, timely, and decision-enabling information
• Facilitate monthly financial reconciliation between the Business Office and Development
• Effectively utilizes Raiser’s Edge, Crystal Reports, Excel, Word and other software programs to capture, retrieve, calculate and report data or manage fundraising lists
• Responsible for collating up-to-date financial breakdown for all board meetings

Ad-hoc data requests and other support: 15%

• Develops and produces mailing lists and labels, donor recognition lists, data files, prospective donor lists, and other information using Raiser’s Edge reporting tools
• Responds to auditor queries with regard to annual audit
• Assists with Development Office tasks and events as needed
• Designs and implements database queries, exports, and reports as requested. Provides updated reports on gifts, pledges, progress towards fundraising goals, and other financial data as requested either through regularly scheduled updates or upon request
• Provides consultation and support for additional software tools in the advancement department

Strategic planning and process improvement: 15%

• Collaborate with Development, Registrar's office, Admissions Office and IT to manage data flows improve upon existing processes
• Drive process change and improvement through automating processes and leveraging new technology and BI tools
• Works with Assistant Director, Development Strategy & Analytics to maintain accurate and timely targeting, solicitation, gift entry
• Ensures accurate donation tracking and credit by staying current on fundraising appeals, tied to correct general ledger accounts in the business office, and configures new funds and appeals when necessary
• Suggests new and creative ways to help fundraisers maximize the use of data with the goal of deepening the understanding of donor behavior and drive increased giving
• Works closely with the Director of Development to develop policies and protocols for data entry, prospect management, and data accuracy
• Work with the Data Services team to assess needs of the Advancement Office and current database architecture in order to develop strategic long-term and short-term projects

Training: 5%

• Trains and oversees other Development staff in proper use of database
• Provide instruction and assistance to new and existing users regarding implementation of new features and/or changes to existing protocols

Qualifications:

• A shared understanding of the mission of the School and a demonstrated commitment to the core principles of diversity, equity, and inclusion
• Must have 3-5 years of Raiser’s Edge/NXT and online express database experience and a high level of digital literacy, including experience using online databases and other sources to locate financial and philanthropic giving.
• Bachelor’s degree required
• Extremely detail oriented - someone who takes pride in managing a well-ordered and effective database
• Experience in data analysis and manipulation, and using data to support strategic fundraising decisions and operations
• Advanced skills in Microsoft Office programs (Word, Excel, PowerPoint)
• Comfortable using formulas, such as VLookup, in Excel
• Knowledge of direct mail, phonathons, and fundraising techniques, ideally in an independent school context
• Previous experience with GiveCampus, Windfall, Double the Donation preferred
• Fluent in the latest technology pertinent to job duties and is knowledgeable of database systems, structure, and best practices
• Project management background with ability to complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines
• Excellent organizational and communications skills (both written and verbal), interpersonal skills (with all constituents and colleagues), and mathematical skills
• Self-starter with a demonstrated flexibility and initiative, as well as the ability to work independently, combined with the skills for thriving in a team environment to achieve institutional goals
• Ability to teach technical information in workshop, tutorial and one-on-one situations
• High professional and ethical standards for handling confidential information with complete discretion

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to listen, physically direct, and speak clearly. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may be required to perform other related duties as necessary to meet the ongoing needs of the School.

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