Philanthropy Assistant and Database Specialist

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Job Type

Part-Time Employment, Hybrid — 2-3 days per week up to 16 Hours Per Week (required to be on site once per week, remaining work can be done remotely)

Reports To

Director of Philanthropy

Position Overview

The Database Administration Specialist is a database and technology specialist who efficiently learns and adopts new technology, is extremely detail-oriented and accurate, is a solutions-oriented problem solver, and excels at working in a collaborative, fast-paced non-profit environment. They are responsible for administering the philanthropy constituent database and other technology platforms, ensuring the overall data hygiene of the database, as well as creating and managing workflows and procedures with other departments and technologies to facilitate the flow of accurate data and information into and out of the database.

Essential Duties and Responsibilities  

Platforms System Administration

  • Administers the constituent database and fundraising platform — Bloomerang — to ensure that users have appropriate access, that appropriate Constituent and Gift data is being collected and updated, that donation pages are set-up and operating properly, that philanthropy reports are created and managed, and that any issues and roadblocks are escalated to the Bloomerang support team for resolution
  • Administers other philanthropy technology platforms as needed, to ensure users have access and that it operates properly, including escalating issues to platform support for resolution

Constituent Data Administration

  • Ensures all Constituents have up-to-date records in the constituent database as outlined by philanthropy Policies and Procedures
  • Ensures all Constituent Records have up-to-date and non-duplicative contact information, including the implementation of an NCOA address update process
  • Ensures all duplicate Constituent Records are reviewed and merged
  • Ensures all Constituent engagement activities, communications and returned mail information — especially Moves Management activities — are captured in Constituent Records, including uploading important documents to the Constituent Record and GoogleDrive
  • Ensures all Constituent Records updates and changes are documented and justified

Gift Data Processing and Record-Keeping

  • Ensures that all Gift information is entered into the constituent database and gift documentation electronically stored as outlined philanthropy Policies and Procures
  • Exports or acquires gift and donor data information from all technology platforms that collect Gifts on behalf of The Bishop’s Ranch, and ensure the data is entered or imported into the constituent database
  • Ensures all Gift Records are accurate and complete 
  • Ensures all Acknowledgments, Thank You letters, Tribute Notices, and other communications are processed and sent out in a timely manger
  • Maintains and store all electronic Gift and Gift Pledge Documentation
  • Ensures that the lifespan of Gift Pledges are properly managed, including but not limited to obtaining and storing Gift Pledge Documentation, recording the Gift Pledge in the constituent database; sending pledge reminders; tracking and documenting paperwork and correspondence
  • Manages procedures, gift data, and documentation for vehicle donations, corporate matching gifts, planned giving program, grants, and other philanthropy-related campaigns and appeals
  • Coordinates with Finance to conduct a monthly reconciliation process

Administrative/Office Duties

  • Exports data and prepares philanthropy-related dashboards, reports, lists, and mailing lists as requested
  • Provides administrative support to the philanthropy Committee
  • Collaborates with other departments to facilitate the exchange of data and to provide reports
  • Contributes to creating, documenting, and implementing effective constituent database administration policies and procedures for managing Constituent Records, Gift Records, and any and all data and information collected in the constituent database
  • Other duties as assigned

Minimum Qualifications

  • Bachelor’s degree or equivalent non-profit constituent database administration experience of at least five years
  • A minimum of one year of constituent database administration experience with Bloomerang CRM, or a minimum of three years of constituent database experience in other platforms, and a demonstrated ability to adopt new technologies quickly
  • At least three years of experience working in a multi-staff collaborative environment
  • Experience in non-profit Philanthropy/Development environments preferred

Knowledge, Skills, Abilities, and Technologies

  • Ability to work cooperatively with different personalities and individuals of diverse racial, economic, and cultural backgrounds
  • Ability to work cooperatively and tactfully with constituents and stakeholders, including donors, alumni, prospects, board members, staff, and volunteers; must be a flexible team player and solution-oriented
  • Ability to keep donor and stakeholder information appropriately confidential
  • Excellent oral and written communication skills in English, including grammar, composition, spelling, punctuation, phone etiquette, and email etiquette
  • Self-directed and a fine-tuned ability to plan, organize and work on several concurrent projects with excellent attention to detail, ability to prioritize work assignments, and the confidence to take appropriate initiative, with minimal supervision
  • Ability to gather, classify and summarize detailed information in reports, with excellent attention to detail and a high level of accuracy, including advanced proficiency using spreadsheet formulas and creating pivot tables for data analysis
  • Proficiency in cloud-based business productivity platforms like Google Workspace preferred; experience in other platforms like Microsoft 365 is also acceptable
  • Proficiency in business communication platforms like Slack or Teams preferred
  • Proficiency in Bloomerang is preferred; extensive experience in other donor crm platforms is also acceptable
  • Ability to accurately and efficiently input data, typing at least 60 WPM
  • Ability to read, produce, comprehend and analyze data
  • Ability to quickly and efficiently learn and adopt new technology
  • Ability to lift a minimum of 30 pounds

Location and Wages

  • Location: This position will be a hybrid position
  • Hours of Work: Up to 16 hours per week
  • Hourly Wages: $30 – $33

Equal Opportunity

The Bishop’s Ranch does not discriminate on the basis of race, religion, color, gender, national origin, disability, sexual orientation or any other basis made illegal by the laws of the United States or of the State of California.

About The Bishop’s Ranch

The Bishop’s Ranch is a self-supporting institution of the Episcopal Diocese of California.

Mission

to share a place of rare beauty through hospitality that nourishes spirit, body, and mind. 

Our Vision 

A place where lives are changed. 

Our Values 

Spirit — We foster spiritual life, nurturing contemplation, discovery, and renewal. We find strength in our identity as a camp and conference center of the Episcopal Diocese of California to provide a place of spiritual growth for people of all faiths – or no faith tradition. We offer our chapel and prayers to all, making room for varied expressions and experiences of the spiritual life. 

Community — We practice abundance through our hospitality to enrich community. We believe that hospitality is a powerful tool to create a more inclusive, diverse and equitable society. The fullest way to experience The Ranch – our lodging, meals, and programming – is in community. 

Beauty — We appreciate, value, and celebrate natural and created beauty. Our setting among the rolling hills overlooking the Russian River Valley and the Mayacamas is one of rare natural beauty. We foster the experience of that beauty by maintaining an atmosphere where obstructions are minimized. We pursue beauty in everything from buildings, to furnishings, to meals, art and experiences at the Ranch. We seek to be co-creators of beauty wherever possible. 

Sustainability — We honor this place of rare beauty – its natural setting and the campus – through our commitment to promote sustainability in every way – environmentally, financially, and spiritually. It is fundamental to our core values to preserve this exceptional part of creation for future generations. 

Equity — We seek to promote equity in all we do; to treat all who visit, work and volunteer at The Ranch with dignity and respect; to remove barriers that would prevent any person from experiencing this sacred place; and to celebrate each other’s uniqueness as we build community.

We fulfill the mission of the Ranch by providing hospitality for retreats, conferences and other gatherings to groups and individuals from the Diocese of California, other churches, and non-profit groups.  Our goal is to provide these services in a personal and relaxed but efficient way that enables guests to reach their goals for spiritual, personal, and organizational growth.

Working at The Bishop’s Ranch is service-oriented, and doing our jobs successfully is based on teamwork.  

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