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.
Qualifications:
-
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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