The Assistant Director of Database and Gift Administration is responsible for the day-to-day management of the Raiser’s Edge database and all aspects of gift administration. This position reports to the Director of Advancement Services as an integral member of the fundraising team and complements the work of fundraisers. The preferred location for this position is in Chautauqua, NY. Qualified applicants who prefer to be based in our Washington, DC office or remotely will be considered individually.
· Serves as the main contact for monthly financial reconciliation between Raiser’s Edge and the financial accounting system, partnering with the Institution’s Finance staff and serving as the bridge between Advancement and Finance.
· Performs a critical reporting function, including generating financial reports for review by Finance and providing a variety of regular financial reports to fundraising staff; run basic and advanced queries, lists, and reports to support fundraising efforts.
· Responds to ad-hoc reports as requested by fundraising staff, working closely with requestors to ensure accuracy and minimize revisions.
· Analyzes gift entry and receipting procedures, gift coding processes, and quality control standards, to enhance efficiency and recommend process improvements. Maintains and updates policies and procedures manuals for advancement services.
· Maintains expert working knowledge of fundraising software and relationship management solution (Blackbaud Raiser’s Edge).
· Pursues knowledge of fundraising and advancement services trends and best practices, seeking out opportunities for professional development that will enhance job performance, including building networks with colleagues at peer institutions.
· Ensures constituent and gift record integrity by conducting data audits, running maintenance queries, and performing corrections as needed.
· Develops a comprehensive suite of database audit reports, helping to determine area, priority, and frequency of data auditing projects.
· Conducts an annual review of the audit report suite with the Director of Advancement Services and other key staff.
· Manages appeals coding and solicitations, and segments and delivers necessary data for direct mail campaigns and electronic solicitations.
· Manages large imports and exports for 90+ events each year, ensuring proper use of RE event module (invitations, participant information, name tags, and event details).
· Provides support to donor database users as needed, assisting fundraisers in using aspects of the system required to support fundraising efforts.
Education and Experience
Required education: Bachelor’s degree in computer information systems/computer science, or accounting or finance, or a closely related field. Candidates with an equivalent combination of education/work experience will also be considered.
Preferred education: Master’s degree in computer information systems/computer science, or accounting or finance, or a closely related field. Training through Association for Advancement Services Professionals or Council for Advancement and Support of Education seminars and workshops for database management and gift processing. Preferred familiarity with Blackbaud Raiser’s Edge or other fundraising software.
Required experience: Minimum five years’ experience in database management within a fundraising environment, as well as managerial and supervisory experience.
Preferred experience: Strong preference for candidates with database management experience in Raiser’s Edge.
Skills and Abilities
· Technical savvy for use of fundraising software and mobilized technology solutions organization-wide.
· Systems thinking to understand data relationships and reporting within complex software systems.
- Logic and reasoning to order data to apply rules, combine data points, arrange data, and find patterns to extract relevant information and apply that information to strategies for successful operations.
· Problem-solving capabilities to identify complex problems, use critical thinking, logic, reasoning, and relevant information to evaluate options, and develop appropriate, effective solutions.
· Relationship-building expertise to provide cross-functional leadership and support across interworking teams in Advancement, Finance, and Chautauqua Institution and Foundation.
· Consultative and collaborative approach to process, procedure, and problem-resolution in teams.
· Project management capabilities and skills to navigate multiple projects, full cycle, simultaneously.
· Self-starter who will be a strategic partner focused on work that builds a foundation of process and procedure, accomplishes routine responsibilities, plans for the future, and meets goals.
· Political savvy to tactfully navigate complex circumstances, make recommendations and resolve problems with an independent judgment that is consistent with the culture, ethics, best practice, policy, procedure, industry regulation, and federal and state law.
· Creative, innovative thinking and fluency of ideas to lead strategic initiatives and be a key collaborator.
· A life-long learner who is eager to maintain professional and technical knowledge, and use this learning to mentor a team through educational workshops, reviewing publications, establishing networks, participating in relevant professional organizations, and attending conferences.
· Personal integrity and ethics when dealing with highly confidential and sensitive information.
Schedule and Travel
The Assistant Director, Database and Gift Administration will average 37.5 hours a week with flexibility to work evenings, weekends, and holidays as required, and willingness to flex up in scheduled work hours based on business need, particularly during the summer season, May through September. The Assistant Director also must be able to work during the winter holidays between December 26 and January 1.
Occasional travel is required to various professional events, conferences, and training using personal or occasionally rental vehicles. Travel predominantly within the region in an approximate 100-mile radius. Self-coordination of business travel and occasional flights required.
Supervision and Guidance
The Assistant Director, Database and Gift Administration will manage the Gift Administrator, which is a direct report.
Chautauqua Institution’s competitive benefits suite includes health insurance, dental insurance, flexible spend (or health savings) account options, vision insurance, complimentary life insurance, access to various fitness and wellness programs, and employee-paid supplemental life insurance and long-term disability options. We help our employees plan for the future through a discretionary employer pension contribution, which has recently been (10%) of gross compensation following a designated service period. The Employee Assistance Program provides virtual access to a network of free services including counseling sessions, legal counsel, financial advisors, and childcare and eldercare referrals.
Discovering Your Chautauqua Experience
There are countless ways that our talent will engage with our mission, vision, and diverse communities, and you are invited to immerse yourself in our programming as a gateway to this experience.
Employees will receive the traditional Chautauqua gate pass, which provides access to all Amphitheater programs except popular entertainment (up to two nights a week) and lawn seating for all performing arts events at the Pratt Avenue performance pavilion, a new, temporary venue for 2021. Designated popular entertainment events in the Amphitheater will require a separate ticket purchase, if tickets are available.
In addition to a traditional gate pass, employees and their families will receive full access to our current and historical programs online at CHQ Assembly.
Joining Our Talent Community
Qualified candidates should apply online at CHQ.org/employment. Interested applicants must submit a cover letter and resume, with optional portfolio documents, for consideration. You are encouraged to learn more about Chautauqua Institution at CHQ.org and the 150 Forward Strategic Plan at 150fwd.CHQ.org.