Database Administrator

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support.

Our team of more than , employees speak languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

The compensation for this position can be up to $, per year. Compensation will vary based on qualifications, skills, experience, and geographic location.

The salary range may also vary if you reside in a different location than the location posted.

• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

About our Program : Fund Development

Fund Development

Position Summary

Reporting to the Chief Development Officer, the Database Administrator (DBA) is vital to the effectiveness of the Pacific Clinics Fund Development team.

The DBA primarily manages the Raiser’s Edge (RENXT) database, ensures the accuracy and integrity of all data, provides report customization and analysis, donor research, database and website integration, payment portal management and security.

The DBA is also responsible for the oversight of any intradepartmental processes related to data coordination as well as other specialized data-use solutions within the overall Fund Development department.

The DBA will provide tactical solutions for implementation of tasks related to the data management in Fund Development. Additionally, the DBA will be the primary liaison to the Finance department for purchases and payments and is responsible for a variety of administrative duties directly related to fundraising and donor development.

These include but are not limited to : providing general support to the Fund Development team, prospect research, pipeline management, supporting appeals, assisting with special events, developing and maintaining collaborative relationships (, with donors, staff, volunteers, vendors, corporate, and foundation representatives), and assisting with developing strategies that support the optimal donor experience.

Essential Duties and Responsibilities

Database Management

• Manage the overall quality and integrity of Fund Development’s Raiser’s Edge, NXT Database.
• Manage an operational database to support constituent relationships, prospect management, gift processing and current Fund Development strategic goals and tactics.
• Maintain configuration tables, codes and attributes; create new values when needed to meet new strategies.
• Ensure all campaigns, funds, appeals, and events are added annually or as needed using current naming conventions.
• Oversee and audit all data entry (including all gift entries), link gifts to events and update donor records.
• Periodically eliminate obsolete queries, exports and report parameter settings.
• Conduct all global changes and / or data imports to maintain data.
• Ensure PC is taking advantage of new developments in RENXT’s rapidly evolving capabilities
• Production of Outputs
• Develop and produce the appropriate reports needed for planning, tracking and executing annual fundraising efforts.
• Refine reporting processes and participate in developing strategies to streamline reporting functions in support of the priorities and goals of Fund Development.
• Generate custom Raiser’s Edge reports (on demand)
• Produce verified month and year-end financial and fundraising reports.
• Work with other staff to identify standard reports that could be produced by staff. Be the point person for custom and one-time reporting requests.
• Create queries and exports for mailings, appeal list generation and segmentation, etc.
• Create and maintain mail merge letters for timely acknowledgment of gifts.
• Generate gift batch reports; create copies of checks and / or other supporting documents for Finance and produce reports for reconciliation.
• Support leadership with ad hoc reports to capitalize on Fund Development opportunities as needed
• Coordinate reporting needs with all Fund Development vendors supporting capital campaigns or special initiatives outside normal operating parameters
• Ensure Database Integrity
• Maintain users and security settings for the system.
• Conduct weekly and monthly audits of data to confirm use of accurate code and data entry processes.
• Identify and eliminate duplicate records.
• Reconcile gift data with Finance department at month and year-end.
• Obtain, process and review bulk records updates, including address changes, marriages / divorces, deceased records, etc
• Facilitate capture of appropriate data appends from wealth sceening and predicitive modeling services
• Strive at achieve a truly donor-centric data management environment
• Support Users
• Work with Fund Development team to support all major gift efforts through timely maintenance of portfolio assignments while overseeing staff record management of Actions, Opportunities, Interests, and Internal Ratings
• Refine process documentation to ensure it is kept current and is easily accessible.
• Develop and deliver targeted training to current and new users.
• Provide ongoing assistance to users within the agency.
• Collaborate on development and implementation of current and new processes, policies and procedures.
• External
• Maintain knowledge of technology developments with Raiser’s Edge and, as requested, in other areas to identify potential uses ( web technologies, integration opportunities, etc.)
• Liaison with service vendors- mail house, address updating, screening services, Finance Department, Banks of Lockbox Management etc.
• Other related responsibilities, as assigned, to support specific department / business needs.

Fund Development Support

• Provide general support to the Fund Development team to meet department goals.
• Perform required administrative duties including, but not limited to data entry and gift acknowledgment, generating reports, attending assigned meetings, and preparing and distributing meeting minutes.
• Assist with project management and implementation of fundraising activities.
• Prepare and submit expense reports for directors, SVP and CDO.
• Organize and maintain all fund development files and documentation in meticulous order for ease of tracking and reporting.
• Aid in solicitation campaigns for donations and pledges of support from individuals and corporations.
• Support fundraising events, including related donor support and logistics.
• Work with the Senior Vice President, Fund Development and the two Directors of Fund Development on a weekly basis to ensure that cultivation and solicitation activities are on target.
• Coordinate and prepare e-blasts to be sent through Raiser’s Edge NXT.
• Assist in creating donor-related and / or development program collateral such as the Annual Report, newsletters, reports to the community, etc
• Ensure a timely gift acknowledgement process, including designing / developing and sending acknowledgment letters; manage all acknowledgement materials (, letterhead, envelopes, response envelopes).
• Serve as primary liaison to the Finance department for purchases and payments (includes the creation of requisitions and processing invoice payments.
• Pull and prepare mailing lists, send invitations, manage RSVPs, and works events.
• Performs other duties and special projects, as assigned.

OTHER DUTIES AND RESPONSIBILITIES

Ability to :

• Meet deadlines and ensure accuracy
• Assist donors and team me with wrong written and verbal communication
• Exhibit an understanding of nonprofit accounting basics and principles and strategies in philanthropy
• Identify, analyze and interpret database information to obtain appropriate output.
• Maintain initiative, reliability and resolve problems in a timely manner.
• Maintain standards of confidentiality.
• Maintain confidential files.
• Protect sensitive information
• Provide quality assurance and troubleshoot.
• Train and instruct.
• Collaborate on implementation and development of current and new processes to ensure informational quality, integrity, and efficiency.
• Be sensitive to working with a culturally diverse population.

JOB SPECIFIC COMPETENCIES

• Administrative Acumen
• Clerical Skills
• Contributes to Team Performance
• Project Management
• Cross Cultural Sensitivity

Experience / Requirements

• A minimum of five () years of Raiser’s Edge database management experience required
• Bachelor's degree from an accredited four-year university is preferred; additional work experience may be substituted for a degree.

Raiser’s Edge NXT : Professional Certification a plus.

• Understanding and knowledge of donor-centered fundraising and demonstrated experience in donor retention.
• Demonstrated experience in event planning and coordination.
• Strong knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Excellent written, oral, and communication skills
• Excellent interpersonal and public relations skills.
• Ability to work and make judgments independently and take initiative. Well-disciplined and a self-starter that is extremely resourceful.
• Excellent organizational skills and attention to detail.
• Commitment to meeting deadlines. Works on and completes multiple projects simultaneously.

PREFERRED QUALIFICATIONS

Bachelor's Degree

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools or controls;

reach with hands and arms; climb stairs; balance; stoop; kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and / or move up to pounds.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Equal Opportunity Employer

We wil (a) and San Francisco Police Code, Article . Section . l consider for employment qualified Applicants with Criminal Histories in a manner consistent with ordinance Sec.