Philanthropy Database Administrator

About the National Service Office

The National Service Office is the central operational engine for two evidence-based programs: Nurse-Family Partnership and Child First. In 2020, what was formally the National Service Office solely for Nurse-Family Partnership joined forces with Child First, a merger empowering two proven models to share complementary expertise, infrastructure, and integrated services. The resulting unified entity works to ensure that healthcare, early childhood development, and the mental wellness of the entire family are served in proven ways to achieve tong-term positive outcomes.

Position Description

The Philanthropy Database Administrator supports the fundraising goals of the National Service Office for Nurse-Family Partnership and Child First and works with internal and external partners to ensure the ongoing optimization and maintenance of the National Service Office’s enterprise CRM software. This position serves as an integral member of the Philanthropy department and oversees all aspects of the Customer Relations Management database for fundraising purposes, including, but not limited to, donor record creation and management, data integrity, data extraction, creation and generation of analytical/financial reports, gift processing, monthly reconciliation, and documentation of procedures.  This role will champion continuous efforts to improve data quality, integrity and trust, and document policies and procedures to reduce duplication, streamline efforts and increase functionality. 

This position will be based in Denver Metro Area in Colorado at the National Service Office Headquarters with remote work options.

Essential Duties and Responsibilities

Systems Administration – 35%

• Oversee and direct the day-to-day operation and maintenance of the Salesforce database, serving as the first line of support for all Philanthropy department end users.
• Establish, document, and implement standard operating procedures for entering, updating, importing, and exporting data.
• Oversee and ensure regular donor record clean-up and adoption of all system software updates to ensure the integrity of the data, including regular data audits and NCOA updates.
• Support the transactional and informational needs of the Philanthropy department to include the interface with related systems (Apsona, Pardot, Classy, Wealth Engine, etc.).
• Solicit and apply feedback in the usage, technical requirements, and functionality of the CRM.
• Manage CRM customization and enhancement requests.
• Manage the data request policy and data request forms and provide data entry support as needed.
• Manage and/or work with vendors as needed.
• Serve as the Philanthropy department Salesforce SME, participating on the organization’s Data Governance Committee and as a data steward.

Data Analysis & Reporting – 30%

• Work collaboratively with Philanthropy colleagues to generate constituent lists for direct mail and email appeals, invitations, publications, and general communications.

• Manage the implementation of annual campaigns in Salesforce to facilitate analysis and reporting on the performance of appeals, events, and campaigns.
• Design, create and maintain all standard activity reports such as daily, weekly, and monthly gift reports prospective donor lists, relationship manager action reports, goal setting, donor history reports, etc.
• Oversee the creation of queries, exports and data retrievals, merges, global changes, data imports, and system upgrades in Salesforce.
• Develop dashboard and other dynamic management tools in Salesforce to assist Philanthropy in tracking strategic goals, building accountability, and ensuring transparency.

Gift Processing – 15%

• Accurately enter gifts and all supporting documentation into the database, including pledges, checks, cash, on-line gifts, in-kind donations, matching gifts, payroll deductions, recurring gifts, and EFT's.
• Oversee monthly reconciliation with accuracy and immediacy and support compliance with the annual financial audit.

Training & Support – 10%

• Develop procedures and oversee Salesforce onboarding and trainings for new and current employees, as needed, to ensure that best practices are followed for efficient and effective use of the database, including constituent record keeping and analysis.
• Update and create documentation/training manuals/FAQ sheets for data and processes in Salesforce.

Compliance – 10%

• Serve as the liaison to Finance regarding integration of the Salesforce CRM with the accounting platform, including code creation and overall workflow between the systems.
• Work with various departments within the organization to ensure that dynamic constituent information is updated on a timely basis.
• Oversee the annual charitable registration process on behalf of the National Service Office.
• Other duties as assigned.

Knowledge, Skills & Experience

• Bachelor’s degree required.
• Minimum three years’ experience working in CRM management; experience with Salesforce required and Salesforce Administrator Certification preferred.
• Minimum three years’ experience in data handling techniques including queries, data imports, and exports.
• Proficiency with Microsoft Office Suite, especially high functioning within Excel.
• Ethical compliance with fundraising best practices, as defined by the Association for Fundraising Professionals.
• Detailed understanding and knowledge of best practices in non-profit and/or fundraising to inform and help lead the organization’s use of its enterprise CRM.
• Strong attention to detail and analytical skills for data management, planning, forecasting and predictive modeling.
• Demonstrated ability and experience developing process and system documentation.
• Ability to anticipate needs, recognize patterns and problems, initiate practical solutions, and manage projects from beginning to end.
• Ability to multitask in a fast-paced environment, manage details and meet deadlines.
• Ability to work effectively both independently and as part of a team.
• Ability to handle sensitive information with discretion.
• Ability to interact with all levels within the organization.

Supervisory Responsibilities

This position reports to the Philanthropy Operations Manager and has no direct reports.

Salary

• Salary is determined based on experience and skill set. Geographical adjustments will be considered.
• Range: $45,000 – $52,200/year

Benefits

The National Service Office offers the following benefits: Medical, Dental, Vision, 401k, Group Term Life Insurance, Short-term and long-term disability, vacation time, personal time, sick time and 9 paid holidays.

Core Organizational Values

• Be tenacious caregivers by bringing passion and excellence to our nursing practice and professional services.
• Actively listen to and persistently serve our families and our implementation network.
• Provide leadership in the field of evidence-based and home visitation programs.
• Seek and find solutions.
• Innovate and stay relevant.
• Translate and enhance the science of pregnancy, brain, and early childhood development to serve vulnerable babies and families.
• Promote health equity and eliminate disparities to improve outcomes for the moms and

babies we serve now and beyond.

• Respect and honor differences in race, ethnicity, religion, sex, national origin, disability, age, sexual orientation, gender identity and veteran status
• Be respectful, collaborative, and tenacious in all our interactions with each other and on behalf of our families and implementation network.
• Do more with less.

To learn more about the program and the national office, please visit www.nursefamilypartnership.org.