ABOUT PROKIDS
ProKids is a nonprofit agency that provides outstanding volunteer advocacy for abused and neglected children in Hamilton County, who through no fault of their own, are in the child protection system. We recruit, train, and support CASA Volunteers to provide a powerful voice to these children.
Children assigned to a CASA Volunteer are successful. A national study shows that children with CASA volunteers spend less time in long-term foster care and move less often. At ProKids, our Outcome Measures demonstrate the effectiveness of CASA Volunteers.
POSITION SUMMARY
The Database Administrator is responsible for ensuring the stability, efficiency, and accessibility of our organization’s Customer Relationship Management (CRM) system. You will serve as the key expert and repository of knowledge for this system, ensuring its seamless operation to support our strategic data-driven initiatives. Your contributions will be instrumental in advancing our fundraising goals and objectives, both now and in the future.
LOCATION
This position will be hybrid with a minimum of 1 days required to be in the office as well as for team and staff meetings and ProKids events and trainings. Other in-office days may be required based on the position and will be determined by the supervisor. ProKids office hours are Monday through Friday 8:30 am to 4:30 pm.
BENEFITS (Benefits prorated based on FTE)
· Health Insurance (Must work 30 hours per week) - ProKids pays up to $550 per month, balance of premium paid pre-tax by employee, or if employee's health insurance is provided through another source, up to $550 in an Opt-out Payment.
· Group Dental and Vision (Must work 25 hours per week) - available and if elected, paid for by employee
· Cell phone reimbursement of $50 per month
· Life and ADD Insurance Policy (Must work 25 hours per week)
· Long Term Disability Insurance (Must work 25 hours per week)
· 403(b) plan with a 3% match
· Employee Assistance Program
· Ongoing Training & Development Opportunities
· 35-hour work week
· Paid parking in downtown Cincinnati
· Three weeks of vacation - annual accrual (accrual begins first day)
· Three weeks of sick time - annual accrual (accrual begins first day)
· Paid Holidays following the Hamilton County Juvenile Court Schedule
· Mileage Reimbursement
PAY
Starting at $45,000 annually based on a 35-hour work week.
STRATEGIC LEADERSHIP RESPONSIBILITIES
· Demonstrate an understanding and commitment to ProKids’ strategic goals, mission and vision.
· Take ownership of assigned responsibilities and achieve desired outcomes.
· Identify process improvement opportunities and make recommendations.
· Support team and cross-team collaboration.
· Contribute to an inviting and inclusive workplace.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Responsible for ProKids donor Customer Relationship Management (CRM) system, currently Blackbaud Raiser’s Edge (RE) and Raiser’s Edge NXT. Duties include but are not limited to:
· Donations
o Complete in person and/or electronic deposits.
o Process all incoming gifts.
o Process monthly EFT.
o Ensure the timely production and tracking of all acknowledgement letters.
o Collaborate with Business Operations and Impact & Innovation teams for monthly reconciliation, importing, reporting, and budgeting (CASA Manager, RE, QuickBooks).
o Provide a list of donors to the Executive Director and Board of Trustees for thank you process and document as action in RE.
o Distribute batch and deposit summary to Community Development (CD) team.
o Create donation forms and JavaScript for online donations, campaigns, and events.
o Manage third-party donations and accounts.
· Mailings
o Export and distribute appropriate mail and email lists.
o Produce biannual pledge invoices.
o Produce Annual Donor Statements.
· Prospecting
o Identify and conduct prospect research to support cultivation efforts
o Research prospects with public records and wealth screening tools (ResearchPoint)
o Assist relationship managers with identifying prospects within CRM and elevating relevant data
o Partner with CD teammates to review portfolios, track fundraising progress, and strategize donor cultivation steps and CRM capabilities
· Reporting
o Track all mailings and provide reports on attendance, projections, analysis and Moves Management for future decisions.
o Create, manage, and initiate all development queries and needed reports that deliver actionable data to staff.
o Create, manage, and initiate dashboards and folders within the CRM for easy access.
o Compile report cards for board trustees.
2. Support new and existing staff on best use of database and data entry procedures. Provide ongoing coaching and support to ensure the database is used effectively.
3. Manage all user accounts and troubleshoot issues as they arise.
4. Maintain sufficient knowledge of the work of all ProKids’ teams to be able to answer questions and predict needs.
5. Maintain data integrity and accuracy, including NCOA updates and Address Finder, as well as implementing all global changes, imports and other global database functions. Ensure that the database provides the required information for planning and is used to its fullest capacity.
6. Create and maintain records for constituents, staff, board and volunteers.
7. Ensure database security is maintained and updated as indicated.
8. Maintain documentation on all procedures and best practices as well as providing training and support. Update existing documentation as new processes are discovered, changes are requested, or issues are found. Ensure that all documentation is stored and archived in appropriate places. Translate documented workflow and process into end user documents and training materials.
9. Attend and provide assistance with agency activities and events.
GENERAL PROKIDS DUTIES AND RESPONSIBILITIES
1. Assists with the setting and evaluation of all agency goals and objectives with primary focus on the Operational Team impact of each goal or objective.
2. Acquires and maintains a working knowledge of other team’s programs and practices to encourage good communication and collaboration.
3. Benchmarks with other CASA programs and organizations for best and leading practices.
4. Ensures the effective representation of ProKids to external organizations and individuals.
5. Communicates the need for volunteers and provide assistance in designing and implementing volunteer training. Supervises, manages, supports, evaluates, and communicates on-going status of volunteers.
6. Performs duties in accordance with ProKids objectives, values and in compliance with relevant standards and agency commitments.
7. Attends all staff meetings and establishes good teamwork with co-workers.
8. Ensures common office spaces are ready for the next person, maintained, and stocked with essential supplies. Notifies Business Operations of maintenance and supply needs.
9. Ensures commitment to and the practice of diversity, equity, and inclusion principles embraced by ProKids.
10. Other duties as assigned by supervisor.
QUALIFICATION REQUIREMENTS
· Bachelor’s Degree or equivalent work/volunteer experience
· Knowledge and experience with Customer Relationship Management (CRM) system. Familiarity with Raiser’s Edge preferred
· 2+ years of related experience
· Familiarity with non-profits is preferred but not required.
· Reliable transportation
· Proficient with Microsoft 365
KEY COMPETENCIES
· Ensures accuracy in data management, reporting, and system administration.
· Uses data to support strategic decision-making.
· Translates data into actionable information for leadership.
· Builds positive working relationships with users at all levels.
· Excellent verbal and written communication skills and interpersonal skills.
· Excellent time management skills, organized, efficient and able to multi-task.
· Adherent to confidentiality, policy and compliance requirements.
· Sound judgement and ethical decision making.
· Analytical and detail-oriented approach to tasks.
PHYSICAL REQUIREMENTS
· Keyboarding
· Ability to sit and stand for long periods of time
· Ability to lift, carry, push or pull up to 40 pounds
· Ability to reach overhead or below shoulders
ProKids is proud to be an Equal Opportunity Employer that values and treasures Diversity, Equity, and Inclusion. We are committed to creating an environment of dignity and respect for all our employees and families served.
Pay: From $45,000.00 per year
Work Location: Hybrid remote in Cincinnati, OH 45202
