Development Database Specialist

TITLE: Development Database Specialist

REPORTS TO: Vice President for Development

COMPANY: Nonprofit, MacPhail Center for Music

LOCATION: Minneapolis, remote/hybrid eligible

STATUS: Non-exempt; full-time, 40 hours per week

COMPENSATION: $29.36 - $37.70 per hour

Summary

The Development Database Specialist position is responsible for all gift data entry, managing and maintaining donor and prospect data, and providing reports and analysis to support all fundraising efforts at MacPhail. This role is pivotal in ensuring the accuracy, integrity, and effective use of our data and database, as well as facilitating cross-organizational collaboration, particularly with Finance.

Responsibilities And Essential Functions

Gift Processing (50%)

• Process all donations in collaboration with Finance
• Enter gifts received from a wide variety of sources into Raiser’s Edge and manage online form donations using Blackbaud Online Giving
• Gather and organize gift backup documentation for all donations
• Enter and maintain pledges and pledge payment schedule records. Provide reports as needed
• Enter and code gifts in a Daily Gift Report and send out daily update emails to staff
• Run acknowledgment letters using Raiser’s Edge and Word mail merge regularly and collaborate with the Development Associate to ensure they are printed and mailed on time.
  
  

Database Management and Reporting (25%)

• Maintain database accuracy and integrity and perform project data cleanups as needed
• Serve as the technical liaison to vendors, including Blackbaud Support and third-party donation platforms (e.g., Stripe, PayPal, Donor-Advised Fund portals)
• Maintain fund and appeal code structure, adding new records as requested
• Monitor and report on fundraising goals and progress using Raiser’s Edge NXT reports, Report Builder, and Dashboards
• Produce constituent, fundraising, and management reports as requested
• Provide essential reports and lists as it relates to development-related events and donor cultivation needs.
• Build, test, and track custom online giving pages and event registration pages in Raiser’s Edge NXT to support digital and web fundraising campaigns and appeals
• Provide updated mailing lists for direct mail and digital communications in HubSpot; populate constituent records with applicable appeals
• Work collaboratively with Marketing and Student Services to integrate key data from email marketing and student registration into Raiser’s Edge NXT
• Act as the in-house donor database expert, training the development staff and other key users on basic Raiser’s Edge practices and identifying additional training resources to support the team and organization in its use of the system
• Collaborate with the IT team and VP of Development to maintain software, implement upgrades, and recommend changes as necessary
• Update and maintain the organization’s existing Raiser’s Edge/Gift Processing Policy and Procedures manual as needed
• Attend training seminars and conventions; participate in user groups to maintain and grow relevant skills
• Perform other related duties as assigned
  
  

Financial Reporting and Reconciliation (25%)

• Serve as key partner with finance team to ensure accuracy of financial and development reporting and related audit requirements
• Run and export required reports and perform daily, monthly, fiscal year-end and calendar year-end reconciliations of contributions with Finance
• Ensure accurate data sharing between accounting software (Sage Intacct) and Raiser’s Edge NXT, supporting Finance with reconciliation and audits
  
  

Qualifications

Education and Experience

• Minimum of 3 years of experience with Raiser’s Edge NXT or similar donor database, with a strong preference for candidates who have knowledge of nonprofit financial reporting
• Experience in processing donations, including gift entry, acknowledgments, and reconciliations
• Ability to create and interpret reports, track fundraising metrics, and analyze data to inform strategies
• Ability to identify and resolve database issues and collaborate with vendors and staff for technical support
• Proven success in working with individuals from diverse backgrounds
• Experience training and supporting staff on database use and data best practices
• Bachelor's degree or equivalent experience
  
  

Skills & Attributes

• Strong attention to detail to maintain accurate and reliable data
• Strong team player with the ability to work collaboratively with development, finance, and program staff to support organizational goals
• Ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment
• Self-motivated, able to work independently, and capable of analytical thinking
• Strong problem-solving skills to troubleshoot database issues and improve data processes
• Proficiency with Microsoft Office Suite, especially Excel or related programs, for data analysis work
• Understanding of non-profit financial operations is strongly preferred
  
  

Physical Demands

• Occasional lifting (approximately 10 lbs)
• Frequent sitting, working at a keyboard for up to 3 hours at a time
• Occasional walking, climbing stairs, stooping, bending, and kneeling
  
  

Location

• Prefer candidates currently located in Minnesota
  
  

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