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The White House Historical Association Fundraising Data Manager has primary responsibility for the management of the Fundraising Database within the Development Department, which operates on the Salesforce platform. This role is responsible for the accuracy and completeness of all gift, donor, and constituent data in Salesforce and is responsible for ensuring correct and timely processing and receipt of all donations. This responsibility includes recording gifts on a daily basis, producing gift receipts/acknowledgment letters, and generating gift reports for the Finance Department and Development colleagues.

DUTIES AND RESPONSIBILITIES:

  • Serve as the most knowledgeable team member on Salesforce, Classy, and other technology platforms that record donor information at the WHHA
  • Develop and deliver reports on donations, donors, and gift officer interaactions
  • Accurately enter all gifts made to the Association by determining donor intent and gift purpose in recording gift checks and other giving instruments in the database
  • Records gifts, pledges, and deferred gifts in the database system in accordance with WHHA policies, IRS regulations, and CRA guidelines
  • Quickly and accurately enter all gifts related to Major Giving and/or Campaign; including saving gift agreements and properly acknowledging the pledge or gift
  • Maintains system of matching gift company documentation and matches in-progress, communicating with matching gift coordinators at corporations as needed
  • Maintain in-kind donation data and coordinate with appropriate administrative or Association staff on data entry
  • Maintain pledge reminder system by sending out pledge acknowledgements when documentation is received and following up with timely reminders based on calendar
  • Work in coordination with Development colleagues to edit and maintain gift acknowledgments/tax receipts and maintain template files
  • Work closely with Development Colleagues in generating custom stewardship acknowledgments to ensure that donor intent is accurately reflected in the gift record and correspondence
  • Train new and support existing staff on gift processing procedures as appropriate
  • Ensure data accuracy by monitoring, cleaning and de-duping records
  • Create and maintain documentation for gift processing procedures
  • Manage and report on tribute notifications for gifts made in honor or memory
  • Research and develop policies in compliance with IRS and CRA regulations to ensure accurate receipting of gifts
  • Maintain expert working knowledge of multiple components of main database, and serve as expert resource for development staff regarding gift related data
  • Uses knowledge of relational database concepts, CRM system requirements, and referential integrity to ensure that donor and gift information is accurate and up to date
  • Develop and maintain operating standards for data entry and database management

COLLABORATION WITH THE FINANCE DEPARTMENT:

  • Work closely with Finance Department staff to ensure accurate transfer of data from database into the accounting system
  • Oversee the reconciliation of gifts to ensure accuracy, analyzing gift transactions to identify discrepancies
  • Generate monthly and annual reports to the Finance Department, detailing payment status of multi-year donor-directed pledges
  • Generate 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 ability and analytical skills.
  • Ability to work on multiple projects simultaneously, set priorities and meet short deadlines.
  • Outstanding attention to detail/workflow and exceptional follow-through
  • Strong oral and written communication skills including the ability to interpret technical information, and to articulate complex ideas clearly, accurately and concisely
  • Excellent interpersonal skills with ability to work cooperatively and collaboratively with colleagues
  • Ability to self-motivate, work well with others and influence staff of all levels of seniority
  • Willingness to be “hands-on”, especially during peak periods

IDEAL CANDIDATES:

  • Extensive donor software database experience, including but not limited to: handling of PCI compliance and integration of web and third-party interfaces, and data security
  • Demonstrated knowledge of data-driven fundraising tactics
  • Proven skills in SQL, Excel, CVS files and able to build custom queries
  • Experience managing a nonprofit donor database with monthly gift processing
  • Experience in data mapping and analysis
  • Basic coding skills
  • Experience in email marketing platforms, data-integration with third-party platforms, and ways to build efficiencies in data processing.

How to Apply

Please send a resume, cover letter, and references to rwilson@whha.org with Fundraising Database Manager in the subject line. No phone calls please. Only those selected for interviews will be contacted.