Database Manager – CF Foundation – Ocala, FL

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MAJOR RESPONSIBILITY:

The Database Manager leads the management of donor records as the highest priority, ensuring accuracy, completeness, and strategic usability of all donor data in the Foundation’s constituent relationship management (CRM) system (currently using Blackbaud Raiser’s Edge). This role is a core, trusted member of the CF Foundation, working closely with the Foundation’s fundraising team and supporting the Appleton Museum of Art use of the CRM. The position requires the highest level of confidentiality, professionalism, and discretion in handling sensitive donor and financial information.

At the College of Central Florida, our vision is to be “Your first choice for quality higher education.” We aim to accomplish this by providing a caring and exceptional learning environment that fosters the success of our students and community. Candidates considering becoming part of the CF family must be able to embrace and model this philosophy in their day-to-day responsibilities and demonstrate our standards: professional, responsive, informative, dependable, and engaged.

PREREQUISITES FOR POSITION (Qualification Standards):

1. Education or Training: Associate’s degree or equivalent required. Bachelor’s degree preferred. CRM systems experience preferred. Must have intermediate to above working knowledge in Excel, creating queries, preparing reports, and accurate lists.
   
2. Years of experience in the field: Minimum of two years of experience in database management required.

3. Special skills or abilities related to the position: Implements and supports CF Foundation’s fundraising CRM system. Familiar with standard concepts, practices, and procedures within database management. Demonstrate verbal and written communication skills as well as customer service skills. Ability to work independently and with a team.

ESSENTIAL JOB FUNCTIONS:

1. Manage and oversee all data activities inside the CF Foundation’s CRM system (currently Raiser’s Edge).
2. Train and support CF Foundation and Appleton Museum of Art Raiser’s Edge users on established data-entry standards, running basic queries, creating mailing lists, running reports, and updating donor receipt letters.
3. Establish system settings and set security options for different CRM System user groups.
4. Develop and update standard operating procedures (SOPs) to protect the integrity and maintain the quality of all databases managed in the CF Foundation.
5. Generate requested data, mailing list, reports, and analyses to the CF Foundation and Appleton Museum staff, college personnel, and outside vendors in suitable formats that may require the use of complex queries or data export.
6. Prepare monthly development reports for Board of Directors, ensuring data is accurate, secure, and appropriately presented.
7. Execute donor-focused queries and segmentation for campaigns, outreach, and appeals.
8. Maintain alumni records to support long-term donor cultivation to include importing new grad data after each graduation.
9. Process, research, and update returned mail. Update contact information of key donors and prospects.
10. Add new constituents into CRM system, maintain and continuously improve constituent records, including updates, verification, and relationship tracking.
11. Act as a liaison between development and accounting to coordinate appeal management, gift processing, tracking, and reporting of development initiatives.
12. Lead continuous data cleanup initiatives with a focus on donor record quality as well as recommend and implement improvements within CRM system to increase efficiency and align with best practices.
13. Responsible for updating and creating new online donation forms as needed (currently Bloomerang Qgiv platform). Working with appropriate college departments to integrate forms on the college’s internal and external websites.
14. Assist fundraising staff in using CRM (currently Raiser’s Edge) and prospect research platform (currently iWave) for prospect research.
15. Interact with internal staff and departments along with external technical consultants and vendors to troubleshoot and implement new solutions as needed.
16. Other projects as assigned by the supervisor.

(These essential job functions are not to be construed as a complete statement of all duties performed.)

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without a hearing aid).
• Ability to clearly communicate both orally and in writing on a telephone and on a computer for extended periods.
• Routinely requires sitting at a desk and viewing a display screen for extended periods.
• Ability to access, input, and retrieve information from a computer or other electronic device.
• Routinely requires moderate (up to 40 pounds) lifting and carrying.
• Routinely requires walking, standing, sitting, kneeling, stooping, reaching up, twisting, and bending.

ENVIRONMENTAL CONDITIONS

• Works in an office environment

(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)

PRIMARY LOCATION OF JOB: Foundation Office, Ocala Campus

SUPERVISOR OF POSITION: Director of Development, CF Foundation

PREREQUISITES FOR POSITION (Qualification Standards):

3. Education or Training: Associate’s degree or equivalent required. Bachelor’s degree preferred. CRM systems experience preferred. Must have intermediate to above working knowledge in Excel, creating queries, preparing reports, and accurate lists.
   
4. Years of experience in the field: Minimum of two years of experience in database management required.
5. Special skills or abilities related to the position: Implements and supports CF Foundation’s fundraising CRM system. Familiar with standard concepts, practices, and procedures within database management. Demonstrate verbal and written communication skills as well as customer service skills. Ability to work independently and with a team.

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