Gift Processing and Database Manager, CFCC Foundation

Cape Fear Community College; Wilmington (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

Cape Fear Community College seeks a Donor Database Manager to support the CFCC Foundation by overseeing gift processing from receipt through donor acknowledgments and maintaining data integrity across donor records.

You will lead data hygiene, generate operational reports for Foundation leadership, train new users on the donor system, and collaborate with the Business Office and other departments to ensure compliant fundraising practices.

Qualifications

• Exceptional problem-solving and analytical abilities with high accuracy in data entry and reporting.
• Strong knowledge of Microsoft Office Suite and web-based solutions (Google Drive).
• Principles and procedures of record keeping and reporting.
• English usage, spelling, grammar and punctuation.
• Basic word processing methods and programs.
• Basic mathematical principles.
• Knowledge of fundraising, CRM systems is a plus.

Responsibilities

• Lead gift-processing management from initial receipt to donor acknowledgements and coordinate with the Business Office on funds processing.
• Establish and maintain database controls to ensure data confidentiality and reliability across platforms.
• Identify gift adjustments and linking requests to support revenue accuracy and reporting.
• Lead data hygiene updates, create new accounts, and manage portfolio transfers and updates.
• Serve as the primary systems trainer for new users and provide ongoing education on system changes.
• Prepare reports for Foundation leadership as directed and support analytics for operational reviews.
• Research, implement, and enforce college procedures while complying with related regulations.

Skills

Data entry

Analytical skills

Verbal and written communication

Attention to detail

Education

Associate degree

Tools

Raiser’s Edge

Salesforce

Microsoft Office Suite

Job description

DEFINITION:

Lead efforts to support funding growth development through analysis, systems training, reporting, data hygieneand strategic implementation of gift processing procedures. Perform data entry to support the fundraising development team. Provide support, development and/or leadership guidance on data and gift entry to all staff. Additional assignments may be broad in nature requiring creativity and ingenuity.

SUPERVISION RECEIVED AND EXERCISED:

• Receives supervision from the Executive Director of the Foundation
• Does not exercise direct staff supervision, but requires close collaboration on database guidance with all Foundation and funds development team members.

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Key Responsibilities

Donor Database Management:

• Lead gift-processing management from initial receipt to donor acknowledgements; to include cross functional collaboration with the Business Office to ensure accurate execution of funds processing and bundling procedures are followed and understood.
• Establish and maintain database controls to ensure confidentiality and reliability of data across platforms, update donor and prospect accounts.
• Identify gift adjustments and/or gift linking requests to support accuracy of revenue and fundraiser credit. Analyze and provide data and reports to assist leadership in operational reviews, monitoring activity and performance and other metric based initiatives as directed.
• Lead data hygiene system updates to ensure quality data by re-organizing current accounts and creating all new accounts, requesting account merges and making other needed updates. Support portfolio updates as defined by leaders by transferring accounts/contacts to the appropriate Philanthropy Officer, inactivating and adding new accounts and ensuring portfolios are properly reflected for each role. Monitor upcoming and past due solicitations and gifts and proactively share information to ensure data is updated appropriately.
• Serve as the primary systems trainer for new users. Provide ongoing user training opportunities and education on new functionality and/or changes to the system.
• Serve as the liaison to key database contacts for systems and gift processing research as needed. Support tracking large gifts and pledges
• Maintain collaborative working relationships CFCC Business Office, CFCC Foundation Board, auditors, Financial Aid, and other departments.
• Prepare reports for Foundation leadership as directed.
• Research, implement, and enforce pertinent college procedures while adhering to state, federal, and professional regulations regarding charitable giving and expenditures.
• Provide technical and organizational support for staff working in the donor database.
• Evaluate and enhance procedures and policies to improve day-to-day operations and increase productivity. Develop Standard Operating Procedures for donor database processes.
• Perform other duties and responsibilities as required.

General Expectations:

• Due to the variety of tasks involved in this position, it is critical that the person hired works with a great deal of independence and sound judgment.
• Strong attention to detail and the ability to manage multiple projects in a fast-paced environment is a necessity.??
• Perform support work as assigned including special projects, special reports, responses to inquiries, etc.
• Participate in Foundation and Wilson Center sponsored activities/events which may require occasional weekend/evening hours.
• Serve on committees and provide administrative support when necessary.
• Provide assistance to students.
• Assist other staff and faculty.
• Engage in professional development.
• Assume other administrative duties as assigned for philanthropy-related needs and scholarship administration when necessary.

QUALIFICATIONS:

Skills/Abilities: Successful candidate must possess exceptional problem-solving, analytical, verbal, and written communication skills; have the ability to perform highly detail-oriented work with a critical degree of accuracy regarding data entry and analysis. Must practice good interpersonal and organizational skills, prioritize tasks, and perform multiple tasks simultaneously while adhering to deadlines; take responsibility, work well as a team member, while also working independently. Must be able to understand and follow directions and complex policies and procedures; review and analyze data problems and suggest changes to data entry procedures in order to minimize data reporting errors; must be able to handle and guard confidential data.

Additional Qualifications:

• Strong knowledge of Microsoft Office Suite software (Word, Excel, PowerPoint, and Access) and web-based solutions in Google Drive.
• Principles and procedures of record keeping and reporting
• Principles of business letter writing and report preparation
• English usage, spelling, grammar and punctuation
• Basic word processing methods, techniques and programs
• Basic mathematical principles
• Principals and techniques used in public relations

Ability To:

• Establish and maintain cooperative working relationships with those contacted in the course of work

• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations

• Think critically to maintain accuracy in complex documentation, as well as identify inconsistencies and inaccuracies in systems and databases

• Maintain effective audio-visual discrimination and perception needed for:

oMaking observations

oReading and writing

oCommunicating with others

oOperating assigned equipment

oHandling varied tasks simultaneously

• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:

oStanding or sitting for extended periods of time

oOperating assigned equipment

oHandling varied tasks simultaneously

oBending, stooping, climbing, or lifting up to 50 pounds

• Maintain mental capacity, which allow the capability of:

oMaking sound decisions

oConsistently maintaining accuracy

oResponding to questions

oDemonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

Minimum Education/Training:

• Associates degree

Minimum Experience:

• Three years of data management experience required.

Preferred Education/Training, Experience, Skills:

• Familiarity or direct experience using CRMs like Raiser’s Edge and SalesForce
• Degree in business, public administration, or a closely related field
• Work experience in higher education
• Multilingual in computer software applications
• Knowledge of basic accounting principles, fundraising, and database management

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.

• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.

• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.