Database Manager

Wed, Oct 16th, 2019

Pratt Institute

This job posting originally appeared on LinkedIn.

Pratt Institute’s Office of Institutional Advancement has the charge to serve as Pratt Institute’s Raiser’s Edge subject matter expert. Reporting to the Director of Advancement Operations, the Database Manager (DBM) is responsible for ensuring the accuracy and integrity of constituent data within and related to the Development CRM (database), Raiser’s Edge NXT. This role is responsible for data management, technology management, and end-user support.

The DBM will assist with reporting, technical support, administering user accounts, implementing guidelines and standards to guide data entry, and ensuring the database and integrations effectively capture constituent information and generate accurate financial and analytical reports. This role will serve as a liaison, communicating across sub-divisions and cross-departmentally on a regular basis to ensure strategies and systems are effective.

Responsibilities of the position include, but are not limited to:

Database Management and Application

    • Administer accounts, system roles, security settings, and coordinate CRM training
    • Serve as a point person for departments and divisions across campus requesting data, updates, training, or database-related services
    • Working with IT and other stakeholders, integrate custom reporting and business intelligence tools, including CRM reporting, Colleague Server Reporting Services, and financial integrations
    • Integrate and monitor 3rd party applications for changes/upgrades which may impact RE NXT and take the appropriate action
    • Ensure regular adherence to data privacy, compliance laws, and best practices
    • Conduct regular data integrity checks and perform the necessary clean up to ensure overall data hygiene
    • Develop data standards to ensure consistent and high-quality data
    • Export and share relevant data analytics on an ongoing basis. Inform stakeholders of changes and updates to Raiser’s Edge analytics tools. Ensure all changes/updates are communicated out to the respective teams and train if appropriate
    • Work with software vendors to make improvements and fix bugs in service to all departments
    • Ensure all Pratt Security measures are maintained including account access/deletion
    • Assist with the development of relevant guidelines and procedures for front-end and back-end users of Raiser’s Edge; communicate guidelines to pertinent staff; create a feedback system
    • Assist with regular maintenance and reconciliation of donor database
    • Maintain technical documentation and develop user training and support materials
    • Work with Director of Alumni Engagement, the Office of the Registrar and the Director of Annual Giving to create a process for quarterly “rollover” of confirmed alumni and parents to be added to or updated in RE.

Data Input and Reporting

    • Assume the role of subject matter expert across all data in Advancement systems to support strategic initiatives and define requirements for reporting and analytical needs
    • Create and manage constituent records; input and update data points for the effectiveness of each subdivision
    • Create a workflow for import and input of newly-acquired data
    • Oversee the database related gift reporting acknowledgment process
    • Responsible for batch uploads, exports, and updates of data; utilizing the Omatic suite – create data maps and dictionaries were appropriate for importing or exporting of relevant data
    • Verify and fulfill data requests as needed
    • Create accurate reporting tools for staff by designing and generating queries, reports, and customized outputs
    • Coordinate with IA, Finance, and Registrar to import large quantities of complex data into RE and/or other solutions as deemed necessary; manage/facilitate database syncing between systems/API’s
    • In partnership with other IA team members prepares the donor recognition lists on behalf of the IA department.

Financial Support and Reporting

    • Ensure all gift coding and related data entry is accurate for all gifts, including merging of duplicate records
    • Prepare acknowledgment gift receipts and other gift receipts letters
    • Resolves gift and transaction issues; processes refunds when necessary; communicates transactional issues and refunds to Finance department
    • Acts as a secondary liaison to the Finance department, helping maintain consistency of information between RE/Omatic and the general ledger
    • Oversees gift matching program by verifying and approving requests from matching companies
    • Works closely with Director of Operations to reconcile the general ledger with Omatic records on a regular basis
    • Works with IA and Finance leadership to stay current on donor commitments by ensuring pledges are confirmed in writing, generating pledge reports, and writing off pledges as needed
    • Support reconciliation of funds and other support documents in annual audit processes
    • Develops and implements processes and procedures for gift tracking and reporting, in collaboration with the Director of Operations

Required Skills

    • Is driven and self-motivated, able to initiate and complete assigned projects and tasks independently
    • Is able to work collaboratively with teams from various departments
    • Has strong communication skills and can translate technical information to non-technical audiences and communicate with NXT users to understand their needs
    • Is able to troubleshoot NXT issues in person, by phone or email
    • Has excellent time management skills—successful at juggling competing requests and priorities
    • Possesses excellent team-working and interpersonal skills; is comfortable working with a wide range of external stakeholders, ranging from high-level donors to first-time visitors
    • Is trustworthy and able to act with sensitivity and discretion while working with confidential information

Required Education And Experience

    • A bachelor’s degree is required
    • Demonstrated experience serving as a superuser and administering a comprehensive CRM (some knowledge of and experience with Raiser’s Edge highly preferred).
    • Experience with report-writing technology including Excel and Microsoft Access. Hands-on experience with Crystal Reports, and other Moves Management tools highly preferred
    • Three to five (3-5) years of working experience with a complex database system in an Advancement environment with a heavy customer service emphasis
    • Demonstrated experience in organizing, maintaining, managing, troubleshooting, and interacting with computer software systems
    • Demonstrated experience performing in a liaison role across multiple business departments and with outside vendors and partners

Preferred Experience

    • CRM Administration
    • Raiser’s Edge administration (highly preferred)
    • Advanced SQL administration
    • Knowledge of Data Management best practices
    • Knowledge of user interface usability best practices
    • Advanced Microsoft Excel 2010/2013/2016
    • Software Development Life Cycle
    • Project Management
    • Technical documentation

Please submit your cover letter and resume. If you are selected for an interview, please be prepared to provide at least 5 References via our on-line reference tool system. At least 2 of your References must be or have been, your direct managers.

Equal Employment Opportunity Statement
We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion or belief, national or ethnic origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.

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