As a key technical and analytical lead within the Development team, the Database Specialist is responsible for the overall management, integrity, and strategic utility of Community Action House’s donor database (CRM). This role oversees end-to-end gift processing (including cash, checks, credit cards, ACH, and in-kind), maintains data hygiene, builds standard operating procedures (SOPs), and leads cross-departmental CRM integration to ensure high data integrity across the agency.
Working closely with the Annual Fund Manager, the Finance team, and broader Development staff, the Database Specialist delivers critical reporting—such as weekly donation reports, open pledge reconciliations, and grant tracking—to ensure fast, accurate donor acknowledgment, audit readiness, and actionable fundraising strategy.
Responsibilities & Essential Duties
Database Administration, Integrity & Operations
- Manage all aspects of the constituent relationship management (CRM) database, serving as the primary administrator for data integrity, hygiene, security, and continuous clean-up projects.
- Build, document, and maintain database Standard Operating Procedures (SOPs) and data-entry standards to ensure consistency across the organization.
- Drive cross-departmental adoption and integration of the CRM, establishing workflows that connect development data with agency-wide operations.
- Create database segments, appeal lists, event invitation lists, and custom profiles to support targeted donor communications, solicitations, and stewardship.
- Train staff members on CRM functionality, user access, and proper data input protocols.
Gift Processing & Stewardship Enablement
- Lead fast and accurate donation entry for all revenue streams, including online, ACH, credit card, cash, check, stock, and in-kind contributions.
- Oversee failed payment notifications and payment exceptions, taking immediate corrective action to resolve billing issues.
- Ensure rapid, high-quality donor acknowledgment letters and tax receipts are generated and distributed.
- Prepare and manage the donor stewardship call log to empower development leadership and major gift officers in timely donor outreach.
Reporting, Analytics & Grant Tracking
- Generate and distribute the Weekly Donation Report to track real-time fundraising progress against revenue targets.
- Manage grant tracking and reporting within the database, ensuring proposal deadlines, reporting schedules, and grant revenue are accurately logged and monitored.
- Produce analytical reports, donor engagement trends, and campaign performance metrics to guide fundraising strategy.
Financial Alignment & Reconciliation
- Conduct open pledge reporting and routine monthly reconciliations in close partnership with the Finance and Development teams.
- Ensure seamless, timely data flow between the CRM and financial systems to maintain audit readiness and accounting precision.
- Partner with Finance to track revenue streams, reconcile pledge balances, and resolve accounting discrepancies.
Qualifications
- Proven expertise in managing non-profit CRMs with progressive growth and ownership of the system (e.g., Virtuous, Raiser's Edge, Bloomerang, Salesforce, Neon, or similar fundraising databases).
- Strong understanding of non-profit accounting principles, revenue reconciliation, grant tracking, and financial reporting.
- Exceptional attention to detail, precision in data entry, and commitment to maintaining strict data privacy standards.
- Demonstrated ability to create clear database SOPs, maintain clean systems, and drive CRM adoption across departments.
- Highly self-motivated with proven time-management skills to run routine reports, resolve failed payments, and execute complex data projects concurrently.
- Excellent collaborative and communication skills to work effectively with Development, Finance, Volunteer Experience, Communications, and external partners.
- Genuine passion for our mission and a commitment to upholding our team’s core values: Radically Welcoming, Guest-Centered, Lead with Kindness, Curiosity-Driven, Always Improving, Collaborative by Design, Contagious Commitment, & One Team.
