Hiring Organization Information
The Development Database Specialist is a key member of the Resource Development (RD) department, principally supporting the management of the donor database (Salesforce) as well as supporting administrative functions of the RD department and the department’s efforts in fundraising, special events, communications/marketing, and community/volunteer outreach for Plymouth Housing. Primary responsibilities are gift processing and database input, financial reporting, and managing of the fundraising donor database (CRM). The Development Database Specialist plays an integral role in delivering on and continuously enhancing Plymouth Housing’s commitment to the outstanding stewardship of its donors, including timely and accurate recognition of their gifts. Key aspects of this role include writing all donor recognition letters and tax receipts, and managing stewardship event registration and correspondence, gift fund database, and analytical reporting.
(Responsibilities, accountabilities, and competencies; may not include all duties of this job)
Salesforce Database Administration (30%)
- Serve as primary system administrator for the Salesforce.org environment with 10 users
- Act as a first line of support for Salesforce users: provide training, answer user questions, troubleshoot issues.
- Manage relationship with Salesforce contact and consultants.
- Support the growth of Salesforce skillset throughout the department.
- Lead the effort to evolve Salesforce to meet the organization’s changing needs.
- Manage database security: setup and deactivate users, profiles, roles and permission sets.
- Create and maintain custom fields, workflows, processes, validation rules.
- Create and maintain both end user and system administrator documentation.
- Research, manage and implement third-party database integrations, including Classy and other modules to leverage full capabilities of Salesforce
- Ongoing maintenance/clean-up of Salesforce database to ensure accurate information for reports and queries.
- Develop and run reports as needed; provide analysis of data to support the RD and Communications departments.
Fundraising Donor Database (25%)
- Daily responsibility for Database entry and maintenance of fundraising Database:
- Gift entries
- New constituent entries
- Account maintenance
- Day-to-day configuration and support
- Maintains awareness of fundraising/donor database industry trends and best practices and implements CRM procedural and reporting updates as needed.
- Coordinates with all RD team members on each members’ processes and database needs.
- Creates and formats reports and queries from Database:
- Monthly reports detailed by donor giving category for RD revenue goal tracking purposes
- Information as needed for RD and Communications department and leadership team
Finance Department Support (20%)
- Works closely with the Finance department to reconcile donations.
- Meets weekly deadlines to send required reports to Finance department.
- Meets month-end deadline to submit all Database entries to Finance department including cash, check and credit card donations, pledges and pledge payments.
Resource Development Support (15%)
- Prepares and mails gift recognition letters and mailings in a timely manner as established by the CDO while ensuring accuracy and attention to detail.
- Oversees collection of pledge receivables and reports progress to CDO.
- Participate as a supportive and collaborative member of the RD Department including growth and learning in DEI initiatives.
- Develop and sustain accurate and thorough knowledge of Plymouth’s mission, programs and services to serve as a passionate ambassador of the organization.
- Assists with internal and external correspondence, including writing, gathering statistics, formatting correspondence, and managing mailings as assigned.
- Performs other job-related duties as assigned.
Special Event, Communications, and Community Engagement Support (10%)
- Coordinates donation database input and reconciliation, as well as works at events (occasional evenings and weekends) in varying capacities as assigned.
- Coordinates corporate sponsorship invoicing and payments for all special events.
Supports RD and Communications departments with donor communications, including but not limited to communication tracking, mailing lists, donor recognition, and follow-up engagement efforts.
ESSENTIAL JOB QUALIFICATIONS
(Any equivalent combination of knowledge, skills, abilities, education, and experience as described below)
Education: Associates’ degree in related field or a combination of education and experience that provides the required knowledge, skills and abilities.
Experience: Two or more years’ administrative support and Salesforce database experience.
Schedule: Must be able to work occasional weekends and evenings for events.
- Proficient and experienced with Microsoft Office applications; particularly Excel, Word, and Outlook.
- Must be able to work efficiently and effectively with excellent attention to detail.
- Clear and concise oral and written communication/English grammar skills.
- Effective problem solving and time management skills.
- Excellent attention to detail; focus on accuracy with ability to proof own work.
- Superior organizational skills.
- Sharp analytical capabilities; comfortable working with financial reports and database.
- Strong customer service focus with excellent interpersonal skills.
Demonstrated ability to:
- Perform word processing and database entry with accuracy and high attention to detail;
- Quickly perform routine tasks such as filing, copying and collating, etc., with consistent accuracy and attention to detail;
- Take initiative in creating procedures as needed to ensure the smooth operation of an office environment;
- Conduct research and make informed recommendations about systemic changes;
- Organize work, ask questions as needed to prioritize assignments, and manage time effectively in balancing needs of a variety of staff members;
- Deal professionally and courteously with a wide variety of people, both in person and over the phone, including donors, volunteers, board members, and Plymouth residents;
- Maintain a high level of discretion, respect privacy, and uphold confidentiality needs of donors, volunteers, staff, tenants and others;
- Manage multiple projects with competing deadlines;
- Work effectively both independently and as a team member.
- Experience with external communications and/or correspondence.
- Fundraising or special event experience.
- Experience working with volunteers in a non-profit setting.