Position Title: Philanthropic Services and Development Database Manager

Reports To: Director of Philanthropic Services

Pay Grade D: $25.30 - $31.81 per hour

Position Status: Full Time

FLSA Status: Non-Exempt

About KZCF:

Kalamazoo Community Foundation (KZCF), established in 1925, has the vision of Kalamazoo County being the most equitable place to live, with the mission to create a thriving community by mobilizing people, resources, and expertise to advance racial, social, and economic justice in Kalamazoo County.

Core Values:

Center Anti-Racism

Nurture Healing and Love

Cultivate Transformative Relationships

Serve the Greater Good

Learn and Grow

Embrace Joy

Position Summary and Primary Objective:

The Philanthropic Services and Development (PSD) team of Kalamazoo Community Foundation actively works with more than 1,000 charitable individuals, families, and businesses to express their generosity. The Philanthropic Services and Development Database Manager demonstrates attention to detail and skills in process improvement, ultimately ensuring data accuracy in our customer relationship management (CRM) system, producing accurate and useful analyses and lists, and supporting the PSD team to further our strategic plan and ensure best-in-class stewardship and communication with donors, leveraging KZCF’s expertise and providing opportunities to bring community needs closer to sources of funding.

The Philanthropic Services and Development Database Manager is responsible for maintaining the CRM database, serves as the key resource for organizational CRM, and plays a critical role in developing and implementing innovative, efficient processes. This position’s responsibilities include but are not limited to data entry, resolution of CRM issues, preparing reports, managing workflows, generating lists, analyzing departmental results, and providing limited administrative support for the PSD team and donors. Through analysis of data, this role will identify organizational and fundraising opportunities, which involve occasional interaction with donors and prospective donors.

Essential Functions & Responsibilities:

Database Management

Oversees maintenance of the CRM database system.
Oversees organization of database tables, field standards, tags, and codes
Manages data entry.
Develops procedures and processes to improve data standards, entry, consistency, and utility in coordination with the Director of Philanthropic Services and the Information Systems & Technology, Fund Management, and Finance teams.
In coordination with the Director of Philanthropic Services, develops methods to produce accurate reporting and metrics.
Recommends CRM roles & security rights for internal staff, in partnership with the Information Systems & Technology team.
Provides training to the Philanthropic Services & Development (PSD) staff on the CRM.
Provides technical assistance and guidance across the entire organization when needed.
Serves as primary reviewer for gift processing.
Provides staff training, support, and feedback on data entry and reporting for all database users, as appropriate. Collaborates with team members to track and report on fundraising progress and donor trends.
Ensures the ethical and confidential use of donor and prospect information is consistent with the standards of the Foundation. Ensures the confidentiality of gift and constituent records.

PSD Research and Marketing Data Liaison

Provides regular summaries of PSD activities, relationship-building efforts, and outcomes to the Philanthropic Services & Development leadership.
Works collaboratively with PSD team members to establish and implement innovative procedures, including workflow development, to facilitate donor cultivation and development.
Produces mailing & email lists for marketing needs.
Reviews PSD surveys, analyzes results and report findings to Director of Philanthropic Services and Philanthropic Services & Development team when appropriate.
Identifies opportunities for upgrading donors by analyzing giving data.
Keeps updated on innovative technology that will enable the PSD department to identify top prospects effectively and efficiently.
Updates and tracks appeal, event, and giving data for Marketing & Communications use.
Develops audience profiles and segments data within database.
Provides reports on marketing data.

Donor Engagement

When requested, support PSD efforts to steward first-time and existing donors through thank you calls, invitations, and attendance at events.
Processes online registrations in “Kalamazoo Connect” as needed.
Provides administrative support to PSD team and incoming callers when needed.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Mission and Vision Alignment:

Apply an equitable and anti-racist lens to all aspects of your work, advancing our mission to create a thriving community grounded in racial, social, and economic justice.
Embrace and integrate Kalamazoo Community Foundation's commitment to anti-racism, inclusion, and healing, acknowledging and addressing all forms of bias with humility and accountability.
Demonstrate the ability and willingness to examine personal and systemic bias, including around race, gender, age, ability, and identity, fostering a workplace rooted in love, learning, and growth.
Engage with emotional intelligence and resilience in conversations about power, privilege, and oppression, cultivating transformative relationships that support healing and justice.
Lead and collaborate with joy, authenticity, and a deep dedication to serving the greater good, contributing meaningfully to our vision of a more equitable Kalamazoo County.

Professionalism:

Support the mission, vision, and strategic goals through excellent job performance to best serve the community.
Follow and support KZCF policies and procedures.
Regularly reflect on own performance and assume responsibility for professional development and learning.
Maintain current knowledge of all changes affecting area of work. This may include maintaining process documentation for clarity and consistency.
Conduct self in a professional manner and follows and supports the core values, commitments, and behaviors.
Maintain appropriate professional appearance and confidentiality consistent with KZCF policies.

Engagement/Participation:

As directed by your department Chief, regularly represent KZCF at community-based meetings and events including evening and weekend engagements throughout the year.
As scheduled by KZCF Leadership, actively participate in meetings, committees, and volunteer opportunities within the organization.
Consistently apply an anti-racism analysis and engage with others in support of learning ways to advance collective understanding and skills.
Collaborate effectively as a team member and individual contributor to achieve KZCF Strategic Goals through consistent department updates and organizational strategic plan meetings.
Provide proactive, creative cross-functional thinking and ideas to enhance services to the community through supervisor 1:1, department meetings, and organizational wide meetings.
Ability to work both independently, as a team member, and with a broad range of constituencies. This includes a demonstrated ability to effectively interact, communicate, and collaborate with people from all cultural backgrounds.

Knowledge, Skills & Abilities:

Required Skills, Certifications, Training, Education, and Competencies:

Bachelor’s Degree or an equivalent combination of training and relevant work experience.
3 or more years’ experience in database management, data analytics or customer relationship management systems.
Excellent data analytical skills.
Advanced computer skills, including Microsoft Excel (e.g., familiarity with conditional formatting and formulas such as INDEX-MATCH, SUMPRODUCT, COUNTIF, etc.).
Excellent verbal and written communication skills.
Must exhibit great attention to detail.
Must honor donor confidentiality and demonstrate responsive, compassionate, and effective customer service.
Must be able to work both independently and as part of a team.
Ability to work full-time, including occasional evenings.

Preferred Skills, Certifications, Training, Education, and Competencies:

2 or more years of Philanthropy experience preferred, especially deep knowledge of core philanthropic programs, operations, needs and requirements at a Community Foundation.
Previous experience in working with Raisers Edge .

Physical/Mental Requirements:

While working virtually, the remote environment must have consistent access to high-speed internet, free from distractions, confidential space and workspace must be safe and free from hazards.
Work in well-lit, pleasant, smoke-free office.
Occasionally requires physical activity, including heavy lifting and other strenuous tasks, as required by KZCF operations.
Must be able to sit for long periods of time, including one’s entire shift.
Frequent requirement to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.
Frequently involves extended workdays and periodically involves irregular work hours.
Regular group and public speaking.
Occasional work at multiple sites, travel and/or overnight work schedules.
Requires attention to detail and ability to concentrate on figures, paperwork, data, etc.
Frequent pressures related to meeting deadlines and fulfilling scheduling requirements.
Frequent distracting influences such as people, phone calls, noise and so forth.
Frequent simultaneous handling of multiple tasks and intermittent or cyclical work pressures.
Occasionally requires on-call availability to handle work problems, emergencies/crisis situations etc.

Residency

KZCF staff are required to reside within KZCF’s service area within one (1) year from the day their employment begins. Residency is defined as the actual place where an employee lives and has their true, permanent home to which, whenever he or she is absent, they have an intention of returning. Service Area is defined as Kalamazoo County and no more than thirty (30) miles outside of the county limits.

Equal Employment Opportunity

Kalamazoo Community Foundation is an equal opportunity employer and makes all employment decisions without regard to race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, familial status, sex (including pregnancy) sexual orientation, military status, or any other category protected by applicable federal, state, or local law. These decisions include hiring and termination of staff, selecting volunteers, selecting vendors, and providing services.

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Philanthropic Services and Development Database Manager