Donor Database Manager

DONOR DATABASE MANAGER

Martha’s Table requires all team members and classroom volunteers to have completed a COVID-19 primary series and received one booster dose. Team members who are not yet eligible for a booster must submit proof of their booster vaccination within 2 months of receiving their final primary series dose or an original monovalent booster vaccine to hr@marthastable.org.

Martha’s Table will consider waiving the vaccination requirement for:

• Team members who object in good faith and in writing, pursuant to procedures established by the City Administrator or his or her designee, that the employee’s vaccination would violate their sincerely held religious beliefs; and

• Team members who have obtained and submitted written certification from a physician or other licensed health professional who may order an immunization, that being vaccinated for COVID-19 is medically inadvisable because of the employee’s medical condition.

Team members who believe they qualify for either exemption must submit a request for a waiver along with appropriate documentation to support their request to hr@marthstable.org.

Martha's Table is an equal opportunity employer. Applicants who are unable to be vaccinated for religious or medical reasons should contact Human Resources (hr@marthastable.org) as soon as possible to engage in the interactive process and explore what, if any, reasonable accommodations Martha's Table is able to offer.

ABOUT MARTHA’S TABLE

At Martha’s Table (MT), we believe that every Washingtonian deserves the opportunity to thrive. For over forty years, we have worked to support strong children, strong families, and strong communities by increasing access to quality education, health and wellness, and family resources.

Together, we are “One MT.”  This means we work across all three of our locations to support our shared mission. In all that we do, we exemplify our four core values of respect, compassion, teamwork, and accountability. These values -- and our commitment to “white glove service” -- guide how we engage with the communities we stand alongside and how we work together as a team. When you come to Martha’s Table -- as a guest or as a team member --  you are valued and you deserve our very best.

In order to be the best version of MT, we are deeply committed to equitable practices. We apply the principles of diversity, equity, and inclusion in providing programming and services; in creating our Board; in partnerships and procurement; and in hiring, training, and advancing our team members.

We invest in our team members’ personal and professional goals through our “STEP” program, which includes tuition for continuing education, certifications, and professional development; funding to unlock financially held transcripts; and flexible leave options.

POSITION OVERVIEW

The Donor Database manager oversees the organization’s donor database (EveryAction), platforms that integrate with Every Action, and filing systems to maintain data integrity across development. The position is responsible for ongoing data management, business process improvements, data hygiene, and ensuring that data is able to be leveraged internally and externally to draw actionable insights. This role will be responsible for data management, reporting, analysis, quality control, and business process enhancement that enable the development team to use the system to work more strategically and effectively.

POSITION DUTIES & RESPONSIBILITIES

Manage database and development infrastructure 

• Manages all aspects of the organization's donor database (EveryAction), ensuring optimal functionality and seamless data integration across platforms.
• Ensures proper and comprehensive documentation of donor files (proposals, reports, invoices, payments, donor communications etc.) in EveryAction and on shared drives.
• Writes, implements, and upholds standard operating procedures (SOPs) to document best practices and protocols, as well as ensure data quality and system integrity; regularly monitors database use and amends policies and procedures for greater effectiveness as needed.
• Identifies opportunities for system improvements and enhanced integration to streamline data entry and processes, increase collaboration, and improve reporting.
• Provides training and support to staff on database functions to facilitate their responsibilities.
• Maintains accurate data on donors and funders, while collaborating with relevant team members, to ensure data consistency.
• Troubleshoots problems with the database and stays current with updates to the system.
• Conducts regular internal audits and other quality control measures to identify errors/inconsistencies and correct them.
• Works closely with the development team to understand their data needs and assist in creating tailored reports and analytics that support strategic decision-making and fundraising efforts

Fundraising metrics and analysis to assess progress to goal and inform fundraising strategies

• Develops and maintains standard queries, reports, and importing/exporting protocols to support fundraising activities.
• Creates and manages dashboards across the department for analysis , tracking metrics, and fundraising/financial reporting
• Collaborates swith the team to track and report fundraising progress, campaign outcomes, giving trends, and other metrics. (EX: YTD vs LYTD, YTD to Goal, retention rate, acquisition, and lapsed data  for relationship managers, department, and campaigns)
• Conducts analysis to evaluate donor engagement, understands donor behavior, and  identifies prospects for increased giving
• Prepares revenue reports for development department, finance, and senior leadership,

Supervises and trains Development Assistant to uphold data integrity

• Supervises and improves gift processing procedures
• Ensures timely and accurate entry of gifts into the database and that donors are acknowledged following fundraising best practices
• Provides mentorship and professional development opportunities for Development Assistant
• Serves as back-up support to Development Assistant

Other fundraising and development support

• Prepares and lead biweekly prospect research meetings with Individual and Institutional development team members, providing targeted research on high-value supporters. 
• Oversees the integration of iWave with the CRM and leads quarterly donor screenings in collaboration with the Senior Major Giving Officer.
• Provides ad-hoc support to the development team, which can include, but is not limited to: 
  • Campaign and event support (annual benefit, lunch and learns, etc) 
  • Prospect research

Works closely with the Finance Department on an ongoing basis to:

• Improves and streamlines finance and development reconciliation process 
• Collaborates with finance on annual audits and  financial reconciliation, timely invoicing and spend downs
• On a weekly basis, prepares gift backup reports to be posted to the General Ledger, and works with the Finance team to identify and rectify any inconsistencies in gift documentation.
• Attend at least 2 anchor events annually.
• Performs other duties as assigned.
  

EXPERIENCE, KNOWLEDGE, AND SKILL REQUIREMENTS

• Expertise in data imports/exports, queries, report design, and dashboard creation within a fundraising context for a nonprofit organization.
  
• Strong analytical skills for data interpretation and forecasting. Ability to analyze large data sets and use industry best practice to communicate effectively with different levels of leadership concerning data, research, and operations.
• Strong project management with the ability to prioritize and meet deadlines, as well as flexibility and willingness to pivot and pick up projects as needed.
• Exceptional attention to detail and accuracy.
•  Extensive experience with Excel and EveryAction, or comparable CRM
• Systems orientation and ability to map out decisions/workflow.
• Commitment to Martha’s Table’s mission and core values of compassion, respect, teamwork, and accountability 
• Embodies and serves as a model for “white glove service” and our organization’s core values.

EDUCATION AND TRAINING REQUIREMENTS

• Bachelor's Degree or 5+ years of equivalent applied experience required. Master's degree a plus
• Three to five  years of experience working with CRMs/databases, preferably in nonprofit or philanthropic organizations.
• Demonstrsted interpersonal skills/working well with others with different technical backgrounds/goals.
• Exprience managing and supporting the professional development of another team member.
  

WORKING CONDITIONS

• Vision: Ability to read small print and view a computer screen for prolonged periods.
• Hearing: Ability to tolerate exposure to noisy conditions.
• Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer.
• Upper Body Mobility: Ability to use hands to grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Strength: Ability to lift, push, pull and/or carry objects which weigh as much as 20 pounds 
• Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors.
• Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgment and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Understand how to manage stress.
• Remote Work Requirements: 50% in office; 50% remote. Flexibility to work nights and weekends as needed (e.g. for anchor events)
• Additional Work Conditions & Physical Abilities: Ability to be flexible and adapt as needed between various in-person working environments. The walking and standing components are primarily related to occasional meetings and interviews with key stakeholders. Driving/commuting is sometimes also necessary for partner or community meetings/events.
  
• While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

This position requires the completion of a satisfactory background check. Martha’s Table provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.