Donor Relations and Database Manager

3 weeks ago

Oak Park, United States Forgotten Harvest Full time

Donor Relations and Database Manager 

Job Description


DATE:                                      March 2024    

SUPERVISED BY:                     Senior Director of Development 

STATUS:                                  Exempt 


Summary of Responsibilities:  Manages and maintains Forgotten Harvest’s database; supervises the Donor Relations Team, oversees all donor data entry; provides donor reports and mailing lists to development team members; generates Feeding America reports as required; works with the FH Finance Department to generate pledge invoices and ensure reconciliation between Development database and financials; develops donor data entry processes and procedures and participates in planning of future upgrades. 


Duties/Essential Functions:

·      Uphold Mission, Vision and Values of Forgotten Harvest.

·      Attends all required meetings.

·      Maintains confidentiality in respect of our donors and in compliance with Forgotten Harvest’s financial policies.

·      Maintains accuracy and integrity of donor data and gift entry in the organization’s Raiser’s Edge database; 

o   Performs data entry through manual entry and import, for gifts and constituents; including Third Party providers such as United Way, Feeding America.

o   Accesses Giving Portals to verify ACH activity.

o   Verifies and submits eligible gift information to obtain matching gifts. 

o   Creates and updates donor acknowledgement letters using conditional merge documents.

·      Regularly reviews and updates the Policies and Procedures documents.

·      Supervises the Donor Relations Team to ensure consistent, accurate, and timely data entry.

o   Regularly reviews data entry/acknowledgement tracking for all gifts, including online gifts. 

o   Supervises tribute gift processing.

o   Engages in ongoing cross-training on critical data entry tasks.

·      Provides accurate reports for Development and Finance staff; acts as the lead staff for managing custom reporting requests.

o   Works with the Finance Department to reconcile the Raiser’s Edge NXT database and general ledger for donations. 

o   Provides monthly reports for Finance and Development as required.

o   Provides data reports and information to Feeding America as required (QPR, NAR, Suppression, Donor Share).

o   Generates invoices for outstanding pledges in coordination with the CDO.

·      Develops strategies for and participates in planning and execution of Development database upgrades and enhancements.

·      Provides in-house expertise, training, and technical support to staff members on Development database use; works with outside vendor and internal IT support as needed to resolve technical issues in a timely fashion.

·      Assists with special events as needed. 

·      Other duties as required and assigned/approved by their supervisor.


Qualifications:

  • Professional training and/or certification in advanced use of a donor database such as the Raiser’s Edge NXT preferred.
  • Experience in supervising and fostering staff development.
  • Bachelor’s degree or equivalent work experience preferred.

·      Proficient in Microsoft Office, including Word, Excel and Outlook.

·      Highly organized, with superior problem resolution and analytical skills.

  • High level of interpersonal and customer service skills
  • Excellent oral and written communication skills.

·      Must have valid driver’s license, acceptable driving record as determined by FH insurance company, and valid personal auto insurance.


Working Conditions/Physical Requirements:


  • General office working conditions.
  • Positioned at desk/office approximately 90% of working time. 
  • Occasional travel to meetings, appointments, other FH locations, etc.
  • No unusual physical exertion.


This job description does not list all the duties of the job.  Supervisors or managers often assign other additional duties.  This job description may be revised at any time.  The job description is not a contract for employment and does not alter the at-will status of employment with Forgotten Harvest.  Either FH or the employee may terminate employment at any time, for any reason.  

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