Data, Systems, & Registration Specialist

Citygate Network; Colorado Springs (CO); On-site; USD 55,000 - 75,000; Full time

Job summary

Citygate Network seeks a Data, Systems, & Registration Specialist to manage CRM data, donor and membership records, and event registrations across platforms including HubSpot, Virtuous, and RegFox. The role supports reporting, integrations, and process improvements to enable informed decisions.

As a full-time exempt position, you will collaborate with staff, maintain data integrity, and optimize workflows for multiple systems including WordPress and member portals.

Qualifications

• Experience managing CRM and donor databases across platforms (HubSpot, Virtuous/Raise Donors, RegFox).
• Proven ability to maintain data integrity, run reports, and troubleshoot workflows.
• Ability to manage membership portals, event registrations, and donor receipting processes.
• Strong communication and collaboration skills with a service-oriented mindset.

Responsibilities

• Maintain contact and organization records across platforms.
• Manage donors, memberships, event registrations, and mailing lists.
• Create reports and data exports for staff.
• Oversee on-site and online registration workflows and dashboards.
• Support data imports from Raise Donors to Virtuous and reconcile records.

Skills

CRM systems experience

HubSpot proficiency

Data integrity & reporting

Project management

Cross-team collaboration

Communication skills

Tools

HubSpot

Virtuous / Raise Donors

RegFox

WordPress

BuddyBoss

MemberPress

Google Workspace

Zoom

Outlook

1Password

Synology

Job description

Data, Systems, & Registration Specialist

Citygate Network exists to equip ministries to transform lives from suffering to flourishing through the gospel. Our vision is advancing the influence and impact of gospel-centered ministries and organizations in order to alleviate poverty, eradicate homelessness, overcome addiction, reduce mental health challenges, and empower life transformation.

Position Summary

The Data, Systems, & Registration Specialist manages the systems, data, and registration processes that support Citygate Network's members, events, fundraising, communications, and organizational operations. This role ensures accurate and reliable organizational data, manages event registration systems and processes, supports system integrations and automation, and provides reporting that enables informed decision‑making.

Serving as a key systems resource across the organization, this position works collaboratively with staff to improve workflows, maintain data integrity, troubleshoot system issues, and ensure Citygate Network's technology platforms work together effectively. This position is full-time, exempt status.

Qualifications

• A personal relationship with Jesus Christ that reflects a Christ-like attitude in dealing with people and situations.
• Regular engagement in prayer that intercedes for the organization, its members, and its staff.
• Ability to work professionally and collaboratively with all staff members, volunteers, members, and business partners.
• Commitment to excellence, accuracy, responsiveness, and the reputation and credibility of the organization.
• A vision and passion to help ministries thrive in living out their God-given purpose and ministry call.
• Possess excellent verbal and written artistic communication skills.
• A level of digital knowledge and proficiency to be able to perform basic and advanced tasks with communication, presentation, spreadsheet, and especially database and CRM applications and reporting.
• Recognized gifts of collaboration, encouragement, communication, and hospitality.
• Strong experience with CRMs and database systems; HubSpot experience strongly preferred.
• Experience with event registration platforms and complex registration workflows strongly preferred.
• Familiarity with membership platforms, online portals, and interconnected technology systems.
• Familiarity with donor management and receipting systems; Virtuous and/or Raise Donors is a plus).
• Advanced proficiency with database, spreadsheet, reporting, communication, and productivity applications.
• Ability to learn new technology quickly and troubleshoot systems and processes.
• Exceptional attention to detail and commitment to data integrity and accuracy.
• Strong organizational, documentation, and project-management skills.
• Ability to manage complex workflows, deadlines, and events across multiple systems.
• Clear communicator with a service-oriented mindset.
• Discretion handling sensitive financial, organizational, and personal data.

Core Competencies

• Data integrity & quality control
• Systems thinking
• Process improvement
• Confidentiality & compliance
• Troubleshooting & problem-solving
• Cross-team collaboration

Systems Managed

• HubSpot – Primary CRM for all contact and company data
• Virtuous / Raise Donors – Donor CRM, donations, and receipting
• RegFox – Event registration and management
• WordPress / BuddyBoss / MemberPress – Member portal and access control
• Google Workspace, Zoom, Outlook, 1Password, Synology – Admin-level support as needed

Key Duties & Responsibilities

Database & CRM Management

• Maintain accurate contact and company records across all platforms.
• Regularly identify and resolve duplicate, incomplete, or inconsistent data.
• Manage donors, donations, memberships, event registrations, job postings, and mailing lists.
• Maintain accurate leadership, board, organizational, and district information as changes occur.
• Manage lists, segments, reports, and data exports needed by staff.
• Monitor email bounces and update contact records accordingly.
• Identify opportunities to improve database processe, workflows, and data integrity.

Membership Administration & Portal Support

• Manage enrollment, renewals, reporting, and status changes for Business, Ministry, and Individual memberships.
• Ensure membership information is accurately maintained across platforms: HubSpot, WordPress, and RegFox.
• Manage member onboarding and offboarding, including appropriate email lists, groups, portal access, and system updates.
• Manage membership invoicing, payments, quarterly payment tracking, and dues receivable reporting.
• Record payments, cancel or reissue invoices as needed.
• Track mailed check payments and reconcile WordPress entries with HubSpot.
• Monitor lapsed memberships and revoke portal access as appropriate.
• Process quarterly payments and ensure reminder emails are functioning
• Print and mail membership certificates upon request.
• Create and manage Member Portal accounts within organizations.
• Ensure Portal access aligns with active membership status.

Event Registration

• Serve as the primary registrar for Citygate Network events.
• Manage event registration data and daily attendee tracking.
• Build, test, launch, monitor, and close event registration pages.
• Ensure all registrants are properly recorded in HubSpot.
• Maintain ministry dropdowns, coupon codes, pricing, and capacity tracking.
• Process registrations, substitutions, duplications, cancellations, refunds, and complimentary registrations, such as volunteers, speakers, artists, exhibitors, and sponsors.
• Produce event reports, final attendee lists, and historical comparisons.
• Manage exhibitor and sponsor registrations and generate reports for leadership and staff.
• Create and order name badges for each event.
• Coordinate and manage on-site registration for Annual Conference.
• Coordinate registration needs and deadlines with other staff members.

Donations Management

• Import donation data from Raise Donors into Virtuous.
• Process check donations and generate donor receipts.
• Maintain accurate donor records and giving histories.
• Update monthly donation receipt templates.
• Manage automatic donation confirmation and recurring donation emails.
• Generate and distribute monthly receipts.
• Execute year-end bulk receipting, including receipt templates, gift queries, receipting groups, and email and mailed statements.
• Ensure receipting accuracy, compliance, and audit readiness.

Organizational Data & Support

• Maintain accreditation, survey, job posting, mailing list, and other organizational data as assigned.
• Produce reports, lists, and information needed by Membership, Events, Development, Communications, Programs, and leadership.
• Monitor and route general organizational calls andinfo@inquiries.
• Serve as a knowledgeable first point of contact for member questions and connect individuals with the appropriate staff member.
• Manage Citygate Network’sCompensation Survey, Snapshot Survey, and Collective Impactdata collection processes, including setup, participation tracking, data collection, follow-up, and reporting support.

Process Documentation & Improvement

• Maintain documentation for critical database, registration, membership, donor, and technology processes.
• Document recurring responsibilities, system relationships, and manual workflows.
• Cross-train staff on critical functions to support organizational continuity.
• Identify and recommend improvements that increase accuracy, efficiency, and consistency.