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  Sample job descriptions and job description tips. Employment

 Database Administrator

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The Advancement Database Administrator reports to the Director of Advancement Services.

The administrator oversees the daily operation of the Advancement database (Millennium), which tracks contributions, alumni, donor, and prospect information.

The position is responsible for ensuring the accuracy and integrity of the University Advancement database, including data input and output, technology management, and end-user training and support.

This position will provide support to the alumni and development staff by assisting with the creation of reports, ensuring that advancement staff is trained in the proper use of the database, developing and implementing policies to guide data entry, and making sure that the database effectively captures alumni and donor information and generates accurate financial and analytical reports.

This position will be the first point of contact for Advancement staff with questions about or problems with the use of the database, and will serve as the liaison to vendors and the university’s Computer Services department in maintaining the hardware and software and troubleshooting problems.

Specific responsibilities:
  • Manage and supervise data entry for gift records and alumni dues, so that the processing, tracking, reporting and acknowledgement of private gifts and alumni memberships are performed in accurate and timely fashion. Ensure that the data derived from these activities is maintained in accurate and up-to-date status, and can easily be accessed;
  • Responsible for ensuring the effectiveness of computing resources within the division, including software, hardware, data security, business continuity planning, and long-range technology planning;
  • Provide training and technical support for the Millennium alumni/donor database. This includes developing written training materials;
  • Provide on-call support for the Millennium database to all campus constituents;
  • Ensure the accuracy of data in Millennium. Assist in reconciling Millennium with other campus financial systems;
  • Ensure that data entry staff follow proper accounting principles and standards;
  • Interpret and apply IRS tax laws and regulations regarding gift administration;
  • Establish and maintain a structure within the database to effectively identify specific segments of data for various analysis and targeted marketing efforts;
  • Develop and apply procedures to safeguard data security;
  • Train Gift and Membership Processing staff to ensure accurate gift processing, demographic records management, and donor acknowledgement.
  • Develop standards and policies for data entry, and ensure compliance;
  • Create and produce reports from the alumni/donor database as needed. Assist other staff in the production of reports;
  • Develop and enforce policies and procedures to ensure the integrity of the alumni/donor database;
  • The administrator is responsible for building and maintaining positive working relationships with team members, internal customers, and external vendors.


  • Bachelor’s degree and a minimum of three years work experience within the nonprofit organization environment.
  • Experience managing development and/or alumni databases. Proficiency in database administration, prospect and constituent management, data imports and exports, developing reports (preferably using Crystal Reports).
  • Must possess excellent analytical, organizational, and communication skills.
  • Must have knowledge of applicable tax laws, the fund-raising process, and the concept of donor relations as well as some bookkeeping.
  • Must have a strong customer service orientation.
  • This position requires comfort and effectiveness translating between end users needs and database output. Must be able to understand development and alumni officers’ needs so as to accurately translate their requests into effective queries and reports. Skill in making presentations and training individuals in software applications is highly desirable.
  • Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
  • Expected to utilize most primary office software packages, including MS Excel and Access.
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