Salesforce & Applications Administrator

The University of Toledo Foundation; Toledo (OH); On-site; USD 70,000 - 105,000; Full time

Job summary

The University of Toledo Foundation seeks a Salesforce & Applications Administrator to own the Foundation’s Salesforce platform and other enterprise applications. You will ensure secure configurations, data integrity, and effective release management while collaborating with Advancement, Finance, and Alumni Relations to deliver technology solutions that support fundraising and stewardship.

Responsibilities include configuring Salesforce objects, managing users and security, building reports and

Qualifications

• Bachelor’s degree in Information Technology, Information Systems, Business, or a related field.
• Minimum of 2–4 years of experience administering Salesforce or a comparable enterprise CRM platform.
• Experience with Salesforce configuration, including objects, fields, security, reports, dashboards, validation rules, permission sets, and Flow.
• Experience managing user access, application security, testing, releases, data quality, and system documentation.
• Working knowledge of integrations, APIs, middleware, scheduled data exchanges, or related integration concepts.
• Strong analytical, troubleshooting, organizational, project-management, and written and verbal communication skills.
• Ability to manage multiple priorities, work independently, exercise sound judgment, and collaborate effectively with technical and nontechnical stakeholders.

Responsibilities

• Serve as the primary administrator and application owner for Salesforce, including users, roles, profiles, permission sets, sharing rules, licenses, and security controls.
• Configure and maintain objects, fields, record types, page layouts, validation rules, reports, dashboards, and Salesforce Flow automations.
• Administer production and sandbox environments and coordinate testing and deployment of configuration changes and vendor-developed solutions.
• Monitor platform performance, storage, licenses, data quality, release impacts, and system health; investigate and resolve issues or escalate them to the appropriate vendor.
• Evaluate Salesforce seasonal releases and installed-package updates, perform regression testing, and communicate relevant changes to users.
• Develop reports, dashboards, and data tools that support fundraising, constituent engagement, financial stewardship, operations, and management decision-making.
• Support the administration, configuration, and ongoing optimization of other assigned enterprise applications, including NetSuite and related financial, operational, and reporting systems.
• Monitor integrations, scheduled jobs, and data exchanges between Salesforce and other applications; investigate failures and coordinate timely resolution.
• Maintain integration inventories, field mappings, interface documentation, reconciliation procedures, and escalation contacts.
• Coordinate application upgrades, patches, implementations, data migrations, testing, and production deployments with internal stakeholders and external vendors.
• Track application licenses, vendor support needs, renewal requirements, system dependencies, and product roadmaps for assigned platforms.
• Administer role-based access using least-privilege and segregation-of-duties principles, including timely onboarding, job-change, and termination access updates.
• Conduct and document periodic user-access reviews in partnership with internal and external stakeholders.

Skills

Salesforce administration

Security controls

Data quality

Reports & dashboards

Workflow automation

System troubleshooting

Stakeholder collaboration

Education

Bachelor’s degree in IT / IS / Business

Salesforce Administrator credential

Tools

NetSuite

Job description

PRIMARY RESPONSIBILITY:
The Salesforce & Applications Administrator serves as the primary administrator and application owner for the Foundation’s Salesforce platform and supports the administration of other enterprise applications. The position is responsible for secure and reliable system configuration, data integrity, user access, release management, integration monitoring, documentation, and continuous improvement.

Working with Advancement, Finance, Gift Processing, Fund Stewardship, Alumni Relations, and other operating teams, the Administrator translates business requirements into sustainable technology solutions. The position manages enhancements and support requests, coordinates vendors and technical partners, and helps ensure the Foundation’s applications effectively support fundraising, financial stewardship, reporting, and organizational decision-making.

SPECIFIC DUTIES
The following duties reflect management’s assignment of essential functions; they do not prescribe or restrict the tasks that may be assigned.
Salesforce Administration and Product Ownership

• Serve as the primary administrator and application owner for Salesforce, including users, roles, profiles, permission sets, sharing rules, licenses, and security controls.
• Configure and maintain objects, fields, record types, page layouts, validation rules, reports, dashboards, and Salesforce Flow automations.
• Administer production and sandbox environments and coordinate testing and deployment of configuration changes and vendor-developed solutions.
• Monitor platform performance, storage, licenses, data quality, release impacts, and system health; investigate and resolve issues or escalate them to the appropriate vendor.
• Evaluate Salesforce seasonal releases and installed-package updates, perform regression testing, and communicate relevant changes to users.
• Develop reports, dashboards, and data tools that support fundraising, constituent engagement, financial stewardship, operations, and management decision-making.

Enterprise Applications and Integrations

• Support the administration, configuration, and ongoing optimization of other assigned enterprise applications, including NetSuite and related financial, operational, and reporting systems.
• Monitor integrations, scheduled jobs, and data exchanges between Salesforce and other applications; investigate failures and coordinate timely resolution.
• Maintain integration inventories, field mappings, interface documentation, reconciliation procedures, and escalation contacts.
• Coordinate application upgrades, patches, implementations, data migrations, testing, and production deployments with internal stakeholders and external vendors.
• Track application licenses, vendor support needs, renewal requirements, system dependencies, and product roadmaps for assigned platforms.

Security, Controls, and Business Continuity

• Administer role-based access using least-privilege and segregation-of-duties principles, including timely onboarding, job-change, and termination access updates.
• Conduct and document periodic user-access reviews in partnership with internal and external stakeholders.
• Support single sign-on, multifactor authentication, audit logging, security monitoring, data-retention requirements, and compliance with Foundation information-security and privacy policies.
• Maintain application backup, recovery, continuity, and outage procedures; participate in recovery testing and incident response for assigned systems.
• Provide documentation and evidence for internal controls, audits, risk assessments, and vendor-security reviews.

Data Governance and Quality

• Assist and act as backup to the Data Quality Analyst to partner with business data owners to establish and enforce data definitions, entry standards, validation requirements, ownership, retention, and quality expectations.
• Assist and act as backup to the Data Quality Analyst to monitor data completeness, accuracy, consistency, duplicates, and exceptions; coordinate data cleansing and remediation activities with responsible departments.
• Assist and act as backup to the Data Quality Analyst to maintain data dictionaries, configuration inventories, process documentation, and other system-of-record materials.
• Manage or support imports, exports, bulk updates, data migrations, reconciliations, and archival activities using approved tools and controls.
• Protect confidential donor, constituent, employee, student, and financial information in accordance with applicable policies and requirements.

Change Management, User Support, and Collaboration

• Gather and document business requirements, assess solution options, and translate approved needs into scalable system configurations and processes.
• Maintain and prioritize an application enhancement and support backlog in partnership with business owners and Information Technology leadership.
• Develop test plans, coordinate user-acceptance and regression testing, document approvals, and communicate production releases and changes.
• Provide responsive user support, troubleshoot application issues, communicate status, and identify recurring problems or training needs.
• Develop user guides, process documentation, training materials, and knowledge-base content; provide onboarding and ongoing training to system users.
• Recommend improvements that increase functionality, efficiency, security, usability, data quality, and user adoption.
• Coordinate consultants, software vendors, and implementation partners and participate in cross-functional technology projects.

QUALIFICATIONS

• Bachelor’s degree in Information Technology, Information Systems, Business, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of 2–4 years of experience administering Salesforce or a comparable enterprise CRM platform.
• Demonstrated experience with Salesforce configuration, including objects, fields, security, reports, dashboards, validation rules, permission sets, and Flow.
• Experience managing user access, application security, testing, releases, data quality, and system documentation.
• Working knowledge of integrations, APIs, middleware, scheduled data exchanges, or related integration concepts.
• Strong analytical, troubleshooting, organizational, project-management, and written and verbal communication skills.
• Ability to manage multiple priorities, work independently, exercise sound judgment, and collaborate effectively with technical and nontechnical stakeholders.

Preferred Qualifications

• Salesforce Certified Administrator credential or willingness to obtain the certification within a timeframe established by the Foundation.
• Experience with Salesforce fundraising, advancement, nonprofit, or higher-education solutions and constituent, gift, pledge, campaign, or fund data.
• Experience with NetSuite or another ERP or financial-management system.
• Experience with Salesforce Data Loader, SOQL, sandbox management, deployment practices, bulk-data tools, and data migration or reconciliation.
• Experience supporting enterprise applications in a multi-department environment and coordinating external vendors or implementation partners.