Position Summary:
Under the general direction of the Foundation Executive Director, the Operations and Data
Manager; manages Foundation’s constituent record management database; manages and
maintains donor contributions; maintains an effective prospect and donation tracking system;
designs queries and reports for analyses; oversees related payment processing efforts including
merchant services and third-party platforms; participates in regular financial audits/
reconciliation; manages integration of the CRM data with accounting software; perform routine
audits on the CRM; manages and facilitates special events and projects for the foundation;
develops, manages and maintains policies and procedures to maintain database standards as well
as regulatory requirements; submits recommendations for selection of new equipment; maintains
a strong affiliation with a customer-centered approach to operations; performs office and
administrative support. This position plays a critical role in managing and leveraging vast
amounts of data and information to support philanthropic support for HaysMed. The associate
serves as a team player in all areas of HaysMed and represents a positive role model for other
associates; uses good communications and customer service skills; uses professional and ethical
judgment and critical thinking when performing their duties.
Responsibilities:
May perform any and/or all of the following:
Data Responsibilities
• Manages performance, integrity and security of donor/constituent database and related
management information systems and communication systems. Develops and performs
data quality audits and reporting to assess integrity and implements improvements.
Develops and implements data input quality control processes to ensure efficient,
accurate and complete data entry.
• Analyzes information to determine the needs of users and responds to ad hoc information
requests from end users. Interacts with end-users of data to design and produce lists and
reports that effectively meet their needs.
• Develops and documents business processes for users of various Blackbaud systems.
Builds and maintains data dictionary and code tables for Foundation systems.
• Maintains interfaces between donor and financial information systems. Creates and
maintains database tools such as queries, exports and reports to generate lists and reports
for end users. Manipulates, edits and combines data from various recourses (i.e. MS
Excel, Raiser’s Edge) to generate accurate and comprehensive lists and reports. Executes
data imports/exports and communicates with external data stewards (HaysMed
departments, Physician Recruitment, etc.).
• Directs and monitors activity of data entry staff to ensure database is properly updated
and staff are adhering to system standards.
• Performs regular data updates and appending procedures for NCOA standards.
• Maintain relationships with hardware, software and data subscription vendors, staying
current on technology trends and industry best practices.
• Serve as liaison with HaysMed Information Technology and participate in related System
data software committees or groups as necessary.
• Develops recommended standards for tracking, use and monitoring performance of
campaign, appeals and funds; as well as integration with financial software.
• Perform regular data integrity auditing and analysis and directing data clean-up projects
as appropriate.
• Develop and implement research methodologies that facilitate identifying prospective
donors. Develop and maintain a system of prospect research and management through
effective donor database utilization for the support of campaigns.
Operations Management
• Develop, track and manage grant calendar, proposals and reports.
• Acquire and maintain current knowledge of public activities and internal projects,
policies and procedures of HaysMed.
• Support fundraising and donor appreciation events including planning and logistics,
registration and other duties as necessary.
• Attend and support Foundation events as needed.
• Collaborate with members of the Foundation team in the achievement of goals and
completion of annual Foundation events including production of promotional materials.
• Provide a range from routine to complex administrative, clerical and office duties and
maintain general working knowledge of office procedures and policies, ensuring
compliance. Oversee processing and recording of incoming donations, payment requests,
check requests and expense reports.
• Provide technical, clerical, and grant reporting support.
• Support efforts to maintain, update, and communicate information about Foundation
meetings and events to Board members to facilitate their involvement, participation and
attendance.
Qualifications:
Requirements
• Associate’s Degree required
Experience with CRM software experience preferred• Statistical and analytical experience and ability to make sound recommendations
• Familiarity with identification, cultivation and solicitation of donors
• Exceptional writing, speaking and listening skills
• High attention to detail
• Ability to build successful professional relationships within HaysMed and other
institutions
• Mature professional judgment
• Ability to work independently in a self-directed manner and in collaboration with others
• Proficiency in basic computer applications such as Microsoft Office, e-mail, and internet
Skills and Competencies
Ability to train, motivate and communicate with staff.• Technical understanding of constituent relationship management (CRM) database, as
well as financial, software.
• Knowledge of IRS policies for gift records and management.
• Must stay current regarding trends and best practices in the field by reading appropriate
literature, policies, reference information and other available resources as well as through
conferences, conferring with vendors and peers.
• Use time efficiently and productively; prioritizing multiple tasks properly to meet
deadlines; recognizing time constraints and adjusting work schedule to address them.
• Setting and accomplishing challenging goals; taking satisfaction and pride in producing
high quality work and excelling in one's efforts.
• Demonstrate an independent work initiative, sound judgment, diplomacy, tact and
professional demeanor.