Database Management Specialist

4 weeks ago

Coquitlam, Canada Douglas College Full time

**Work Arrangements**What Douglas Offers**
- DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.**The Role**
- The Database Management Specialist position is unique in that it is a specialist position contributing to high-level strategic initiatives including the management of the Foundation’s donor database system, (Blackbaud NXT), to process gifts and track financial and contact information on donors, alumni, prospects and leadership volunteers in order to streamlining internal processes so that the Foundation and Alumni Relations team can focus more time on fundraising.
The Database Management Specialist position at Douglas College Foundation and Alumni Relations is a key partner in leveraging data insights and fundraising trends working closely with the entire philanthropy and alumni relations team to fully understand their objectives and data requirements for fundraising campaigns, alumni appeals, communications with supporters, strategic initiatives and special events. Together with the Director Philanthropy, the Database Management Specialist will ensure strong processes are in place that are compliant with Canada Revenue Agency guidelines and follow industry-standard moves management processes and help tackle one of the biggest challenges in higher education fundraising today: growing revenues while increasing alumni participation. The Data base Management Specialist is a pivotal collaborator and contributor who will be responsible for leading the analytics and insights needs for Alumni, Annual, Major and Planned Giving Campaigns. The Database Management Specialist supports Key Performance Indicators (KPI’s) tracking by generating weekly/monthly/quarterly fundraising, alumni, financial, student award and ad hoc specialty reports working with the Philanthropy and Alumni Relations team and representatives from the College’s Finance, Enrolment Services and College Faculty’s/Departments. The Database Management Specialist supports other users of the system to ensure accurate input and output, technology management, access and training. The Database Management Specialist will ensure that the Foundation’s back of the house operations is meeting the unique needs of the Philanthropy and Alumni Relations team and provides exceptional donor-centric and client-focus service on a consistent basis to all stakeholder groups, internal and external to the College.**Responsibilities**

**1. Gift Processing and Administration**
- Performs the accurate entry and timely processing of donation data into BlackBaud NXT, including gifts, pledges, cheques and credit cards, third-party donations such as Canada Helps, third-party vendors, donor-advised funds, tribute gifts, matching gifts, EFT gifts, and any Direct Deposit Disbursements notified from Finance;
- Prepares donor acknowledgement letters for all types of gifts including, but not limited to, cash, pledges, pay-cash, recurring gifts, tribute gifts (i.e. in memory or in honour) matching gifts, and in-kind contributions;
- Works closely with Foundation and Alumni team to manage the donor stewardship process by ensuring proper recognition protocols are being followed.
- Manages the acknowledgements for tribute gifts
- Serves as the primary contact for all donor gift inquiries. ;
- Responsible for accurately tracking campaigns, funds, appeals, and packages on gifts and routinely reporting gift activity to team;
- Responsible for revenue reconciliation between Foundation and Finance Department;
- Responsible for data entry of biographical updates to constituent records.
- Responsible for generating and sending annual statement letters and tax receipts.
- Processes pledge payments, and adds new monthly recurring gifts, paying close attention to schedules;
- Performs the processing/scanning of donation cheques into the bank account upon receipt;
- Oversees the donor acknowledgment process with a target acknowledgment window of 48 hours from donation receipt;
- Reviews and edits gift records periodically for discrepancies; answer any questions related to gift entry;
- Assists with supporter inquiries, from donation assistance to annual tax receipts;
- Assists the Philanthropy and Alumni team with gift tracking and reporting;
- Prepares datasets for monthly pledge statements, thank you letters, tax statements, clean up campaigns, and other mailings as needed or as requested by the Director, Philanthropy;
- Ensures Foundation processes follow rules and guidelines outlined by Canada Revenue Agency;
- Works with the Finance and Enrolment Services Department to assign fund codes and develop financial reports;
- Assists

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