The hours would be 8:00am-4:30pm Monday-Friday but variable for events 4-6 times per year (some weekends and evenings).
GENERAL SUMMARY :
The Database and Office Administrator executes a wide-range and multifaceted administrative duties, supports operations as well as oversees the daily use of the Hurley Foundation’s database (currently Raiser’s Edge/NXT), which tracks contributions, donors and prospect information. The position is responsible for ensuring the accuracy and integrity of the database, including data input and output, technology management, and end-user training and support. The Database and Office Administrator uses the database to ensure all supporters receive appropriate recognition by creating mailing lists and mail merges to send tax-deduction/thank you letters for cash and in-kind donations, pledge reminders, memorials/tributes, and other donor communicative letters.
The Database and Office Administrator provides support to the staff by assisting with the creation of dashboards, reports, ensuring that the staff is trained in the proper use of the database, developing and implementing policies to guide data entry, and ensuring the database effectively captures donor information and generates accurate financial and analytical reports. The Database and Office Administrator plans day-today functions, administrative procedures, and systems to devise ways to streamline processes. Greet visitors at the front desk to provide efficient and customer-focused services. This may entail planning, scheduling and oversight of employee giving and other specific Foundation functions as assigned by the Foundation President.
Additionally, the Database and Office Administrator will seek to identify opportunities for improved donor engagement and operational efficiency that are gleaned from oversight of the Foundation’s data systems.
The nature of this position requires occasional episodes of evening/weekend hours. Must perform all job duties and responsibilities in a courteous and customer-focused manner according to the Hurley Family Standards of Behavior and Management Code of Conduct. Ensures compliance with all applicable policies and standards of conduct.
SUPERVISION RECEIVED :
Works under direction of the Senior Managing Director as well as direction received from other members of the Foundation team on a project specific basis. Works collaboratively with the internal team members to ensure a proactive and collaborative approach to using data to control workflows, create efficiency, and increase fundraising revenues.
RESPONSIBILITIES AND DUTIES :
- Operates the donor database (CRM) with a high degree of precision to support fundraising, financial reporting, and donor stewardship.
- Maintains and updates donor information- i.e. address, phone, email, relationships, employees/physicians, and contributions.
- Generates mailing lists, mail merges, and daily gift letters for donor recognition/tax-deductions, and other products to meet the needs of internal and external donors and supporters of Hurley Foundation.
- Enters, updates and manages all incoming data related to donor/volunteer contributions in the Foundation’s current software. Compiles and analyzes essential data to prepare recurring and special reports for appropriate stakeholders.
- Maintain database integrity, merging duplicate records and ensuring data hygiene across all constituent files.
- Assists office support staff and professional staff in processing volunteer and donor contributions, record keeping and reporting for CMN, Special Events, Volunteer Services, Grants, Planned Giving, and related Foundation activities.
- Manages special projects as assigned.
- Acts as liaison with information technology support for all maintenance and troubleshooting issues and provides appropriate staff with training and support in use of database systems.
- Researches and implements new data systems and tools as needed.
- Under the direction of the Senior Managing Director, develops, reviews and complies with procedures related to data, cash handling, and other critical office workflows.
- Assists in preparation of administrative reports. Manages distribution of mail and incoming checks.
- Composes and/or prepares letters, reports, or other materials requested by the Foundation President.
- Courteously answers telephone, responds to email using judgment for tactful referral to appropriate personnel. Resolves problems, obtains information, and responds to inquiries or complaints in manner requiring considerable knowledge about the Foundation/Medical Center/department policies, procedures, and operations.
- Compares Daily Gift Reports to the Summary Report, double counts cash and deposits checks electronically. Creates cash deposit for review.
- Orders and maintains necessary office supplies.
- Plans and implements office practices and procedures including the maintenance and revision of document flow and filing systems.
- Maintains the Foundation’s master files both hard copy and electronic including those related to the audit, financials, marketing/publication, events, etc.
- Prepares status reports and tracks department activities such as expenses, check requests, orders, silent auction & gift-in-kind item pick-up/drop-off.
- Work with Grant Administrator on grant application, management, and reporting.
- Perform other related duties as assigned. Continuously seek new improvements and utilize new technologies that relate to job assignment.
MINIMUM ENTRANCE REQUIREMENTS :
- A minimum of a high school diploma or equivalent with preference for candidates with an Associate’s Degree.
- Two (2) years professional experience with data management systems such as Raiser’s Edge, Clover, Bloomerang, SalesForce, or similar programs preferred.
- Acquired knowledge of Google system software.
- Ability to communicate with customers at all levels.
- Ability to function independently and as part of a team.
- Demonstrated ability to successfully interact with customers and provide a high level of customer satisfaction.
- Excellent analytical, organizational, and trouble-shooting skills.
- Ability to generate and interpret data reports.
- Ability to prioritize work assignments and meet deadlines in a timely, accurate manner.
- Must be able to lift up to 25lbs
- Reliable Transportation
Pay: $24.00 - $28.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- What data management systems have you used in the past?
Education:
- High school or equivalent (Required)
Experience:
- Data management: 2 years (Required)
Work Location: In person
