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The White House Historical Association seeks a data-driven and experienced Database Manager to manage the gift processing, reporting, and database operation needs of the Association’s Development Office. The Database Manager is primarily responsible for developing, managing, and maintaining the Association’s databases as they relate to donor gifts and reporting, including Salesforce, Classy, and other technology platforms. This role is responsible for the accuracy and completeness of all gift, donor, and constituent data in Salesforce, and running daily, weekly, and monthly reports. The Database Manager will work with internal contacts, such as gift officers and finance administration, as well as external contacts, such as Salesforce and Classy representatives. The Database Manager will report to Director of Membership and Operations.

This is a full-time position with general working hours Monday through Friday, 9:00 a.m. to 5:00 p.m., located at 1610 H Street, NW, Washington, DC 20006.

Responsibilities and Duties

Data Importing and Gift Processing:

  • Accurately entering and recording all gifts made to the Association, including major gifts, in-kind gifts, planned gifts, and annual gifts, in accordance with WHHA policies and IRS regulations.
  • Completing weekly bank deposits of gifts received in-house and promptly notifying all relevant departments (Finance and Development).
  • Sending gift and pledge acknowledgements to donors and maintaining acknowledgement letter templates.
  • Maintaining pledge reminder system by sending out pledge acknowledgements when documentation is received and following up with timely reminders based on calendar.
  • Ensuring data integrity by monitoring, cleaning, and de-duping data.

Reporting:

  • Developing and maintaining canned and ad-hoc reports for daily, weekly, and monthly updates.
  • Managing and reporting on tribute notifications for gift memberships and gifts made in honor or memory.
  • In coordination with other Development team members, pulling lists for events and direct mail efforts according to prescribed criteria.

Database Operations:

  • Researching and developing policies in compliance with IRS regulations to ensure accurate receipting of gifts.
  • Maintaining expert working knowledge of multiple components of main database and serve as expert resource for development staff regarding gift-related data.
  • Creating and maintaining documentation and standard business practices for gift processing procedures.
  • Developing and maintaining operating standards for data entry and database management, to include updating contact records, merging duplicate records, and importing new contacts.
  • Training new and supporting existing staff on gift processing and data entry procedures.
  • Liaising with Cloud for Good consultant to oversee database projects, updates, and enhancements.

Finance Administration:

  • Serves as primary Development contact for end of Fiscal Year audit in conjunction with the Association’s Accountant.
  • Overseeing the reconciliation of gifts to ensure accuracy, analyzing gift transactions to identify discrepancies.
  • Generating monthly and annual reports to the Finance Department, detailing payment status of multi-year donor pledges, and other periodic gift reports as needed.

Requirements

  • Bachelor's degree is required.
  • Proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook).
  • Experience working with a CRM system similar to Salesforce, Blackbaud Raiser’s Edge NXT, or Ellucian CRM Advance.
  • Excellent organizational and analytical skills.

How to Apply

Applications will be accepted until the position is filled. Please email your cover letter and resume to Michael Moore, Director of Membership and Operations, at mmoore@whha.org. The White House Historical Association is an equal opportunity employer.