The Phillips Collection : Development Database & Gift Processing Manager
The Development Database and Gift Processing Manager is responsible for managing The Phillips Collection’s donor and patron database (Altru) to support the success of several departments–primarily Development, Membership, Finance, and Visitor Services. Altru is an organization-wide, web-based system used by multiple departments for purposes ranging from ticket sales, to the organization calendar, to gift processing. This position serves as the main point of contact for questions or problems with the use of Altru and is the lead Altru trainer for system users. Responsibilities include gift reporting and data analysis; managing data entry, imports, and extractions; and overall reliability, accuracy, and integrity of the database. This position will work with key staff to understand institutional needs regarding Altru and develop guidelines for the best use of system features to accomplish the Phillips’s goals. The Development Database and Gift Processing Manager will stay current with database advancements to ensure Altru is being utilized to its full potential. This position reports to the Director of Development and the Membership Manager.
Database Management and Application
§ Develops, documents, and continually improves policies and procedures for constituent record data input, gift entry processes, and acknowledgement processes based on system best practices and organization needs.
§ Communicates policies and procedures to all pertinent staff and creates feedback system for staff.
§ Administers Blackbaud accounts and Altru system roles and security.
§ Develops and implements processes and procedures for gift tracking and reporting, in collaboration with Finance and Development leadership
§ Detects and resolves database performance issues; is the primary liaison with Phillips IT staff and with Altru support for system-based issues and solutions.
§ Ensures accurate and updated donor records through ongoing data clean-up projects, and by conducting major import projects including Change of Address updates, Deceased reports, and wealth screenings.
§ Stays informed of donor database best practices and software advancements via webinars, conferences, and educational programs; informs and trains staff on new features and as needed.
Membership, Development, and Visitor Services Support
§ Responsible for all gift entry, including memberships, donations, pledges, grants, rentals, stock gifts, and wire transfers. Ensures gifts are entered in an accurate and timely manner.
§ Provides weekly acknowledgement reports to Development team, and manages Membership acknowledgement process.
§ Creates accurate reporting tools for Development and Membership staff by designing and generating queries and reports on renewals, membership sales, appeals, and customized requests.
§ Prepares the Annual Report donor recognition list for the Development department.
§ Aids Development and Communications teams in direct mail efforts through data management, including building queries and providing data for mailings and e-communications.
§ Participates in Membership strategy and planning to ensure that donor cultivation efforts are well- coordinated, executed and tracked in the database.
§ Provides frontline support and supervision for Membership Associates; trains Associates to ensure first-rate customer service, updates Membership Manual regularly, and leads check-in process and Associates during member special events.
§ Delivers professional, courteous customer service to members and public by phone, email, or in person.
§ Stays current with trends in philanthropy as it relates to technical developments of various platforms, and how these can be applied to Development’s current operations.
§ Performs other duties as assigned.
Financial Support and Reporting
§ Acts as Development’s primary liaison to the Finance department, helping maintain consistency of information between Altru and the general ledger
§ Works closely with Senior Accountant to reconcile the general ledger with Altru records on a monthly basis.
§ Resolves Altru gift and ticketing transaction issues; processes refunds for Development, Membership, Admissions, and Program revenue when necessary; communicates transactional issues and refunds to Finance department.
§ Reviews and approves Membership Associates’ sales drawers weekly; communicates with the Finance department to reconcile any discrepancies in sales drawers and membership/gift batches.
§ Oversees gift matching program by verifying and approving requests from matching companies.
§ Works with Development 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.
§ Self-driven and independently motivated, able to initiate and complete assigned projects and tasks independently.
§ Possesses a sense of humor and ability to work collaboratively with teams from different departments.
§ Translates technical information to non-technical audiences and communicates with Altru users to understand their needs.
§ Able to troubleshoot Altru issues in person, by phone or email.
§ Possesses great time management skills—successful at juggling competing requests and priorities from various departments.
§ 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
§ Trustworthy and able to act with sensitivity and discretion while working with confidential information.
§ Proficient with Microsoft Office; possesses knowledge and experience with Blackbaud Altru, Raisers Edge or similar CRM system; Blackbaud training or certification is desirable.
§ Minimum of two years’ experience with nonprofit required; experience working in a cultural institution is highly desirable; experience with back-office fundraising operations and in a customer service environment is particularly applicable.
Salary is commensurate with experience. Please include salary requirements with your application.
The Phillips Collection is an equal opportunity employer and administers all employment decisions and personnel actions without regard to race, color, religion, creed, sex, sexual orientation, pregnancy, childbirth or related medical conditions, national origin, age, physical or mental disability, genetic disposition or carrier status, marital status, veteran status, personal appearance, gender identity or expression, family responsibilities, matriculation, political affiliation, or any other category protected under applicable federal, state, or local law.