The Database Administrator is responsible for oversight of
Constituent Relationship Management (CRM) and related systems of
the Portland Art Museum and Northwest Film Center (“the Museum”).
The Database Administrator is the principal authority on all
database-related activities and will develop, recommend, and
implement process improvements and work with all Museum departments
to maintain best practices and consistency. Reporting to the
Director of Development, the Database Administrator serves as a key
institutional resource for the Development, Marketing, Membership
and Visitors Services, and Finance Teams.
The current COVID-19 crisis has resulted in severe and
unprecedented disruptions to revenue generation at the Museum.
Currently, the Museum has reopened to visitors and the Institution
is running on reduced staffing levels. The task ahead is not easy,
but a challenge our staff are taking on with a deep commitment to
the mission. The successful incumbent in this role will be willing
to enter the situation with energy, flexibility, and a vision to
overcome obstacles. This position requires a desire for
understanding and adhering to COVID-19 safety protocols set forth
by the Museum at all times. The Museum follows guidelines from OHA,
OR-OSHA and the CDC.
Equity, Inclusion and Accommodation
The Museum and Film Center strives to be an inclusive
institution that facilitates respectful dialogue, debate, and the
free exchange of ideas. With a deep commitment to artists - past
and present - and freedom of expression, the Museum and Film
Center’s collections, programs and staff aspire to reveal the
beauty and complexities of the world, and create a deeper
understanding of our shared humanity. We are a Museum for all,
inviting everyone to connect with art through their own
experiences, voices, and personal journeys. We are committed to
advancing equity and inclusion by creating a diverse and inclusive
workplace. We will continue learning as we work to evolve as an
Institution, recognizing that this journey has no end and our
commitment must remain. We have an active equity team currently
engaged in a journey to examine our internal culture and the work
we do through an equity lens. We look forward to having all
colleagues join and contribute to this important work. Learn more
The Museum and Film Center are equal opportunity employers,
committed to a policy of non-discrimination in employment on any
basis including age, sex, color, race, creed, national origin,
religion, marital status, sexual orientation, gender identity,
political belief, disability or any other legally protected status.
We are committed to the full inclusion of all qualified
individuals. As part of this commitment, will ensure that persons
with disabilities are provided reasonable accommodations to
participate in the application, interview, and hiring process.
Alternative formats of this application are available upon request.
If reasonable accommodation or an alternative form of this
application are needed to participate in the job application or
interview process, to perform essential job functions, and/or to
receive other benefits and privileges of employment, please contact
Human Resources at firstname.lastname@example.org or
The Portland Art Museum is an Equal Opportunity
Employer. Black, Indigenous, and People of Color (BIPOC),
immigrants, women, LGBTQ+, and individuals with disabilities,
Essential Duties & Responsibilities
Manage the Blackbaud Altru system on
behalf of all Museum departments, including database management,
reporting and analytics, troubleshooting, user communication, data
integrity, data security, and liaising with Blackbaud.
Work with senior leadership to
conduct a database audit upon hire to establish a streamlined
database architecture and outline a clean-up plan that will
establish data integrity with a 360-view of Museum constituents
(first 90 days).
Create and manage the institution’s
data request queue to prioritize tasks and ensure timely
completion. Includes determining appropriate set-up of appeals,
managing online web forms, establishing target constituencies,
generating timely progress reports, and reconciling transactions to
ensure the flow of accurate and comprehensive data.
Manage all aspects of the data entry
interface, including the methods of gift entry, import processes,
and reporting for Development, Membership, and Finance
Establish and maintain code tables
and a manageable hierarchy of designations to be used when
recording gifts, ensuring alignment with the annual Museum
Work closely with the ticketing
system administrator on any system changes that may impact onsite
operations and admissions.
Oversee workflows that connect the
Altru database with other software systems and manage vendor
relationships, including Blackbaud, Social Good, and other
integration vendors (i.e. payment processing, ticketing, events,
Works closely with Finance and IT
teams on Altu integration with Financial Edge and mobile payment
systems, credit card readers and other related tools.
Maintain a custom, user-friendly CRM
procedure manual that serves the needs of all departments and
consistently review all data processes to ensure the most effective
and efficient procedures are in place.
Manage user system role configuration
and all setup functions; develop and deliver customized training to
current and new Museum users to ensure accurate data entry and
management across departments.
Plans for and implements upgrades and
new technology integrations.
Leads cyclical database clean up and
provides timely CRM system and software updates, including
monitoring service level agreements with all teams, vendor
performance, data sanitization, and service maintenance.
Take action to ensure the security of
all biographical information and transaction records in the
Data Analytics & Strategy
Communicate a data strategy to
contextualize and implement tactical shifts and process changes,
enforce data entry policy and procedures, and maintain data
integrity of the database.
Works with various departments to
identify data needs and metrics; responsible for creating systems
for gathering constituent data and providing information for grant
proposals, research, and evaluation activities using an equity
Develop a series of fundamental
reports that meet the needs of all Museum teams and establish an
ideal cadence of distribution to build transparency and support
effective fiscal administration and cross-team communication.
Through continuous feedback from
Museum senior leadership, provide insights to business questions
through reporting, dashboards, and similar tools.
Analyze constituent data through the
use of queries, data visualization, segmentation, and extraction
tools, providing useful dashboards and insights for team
Long-range opportunity to grow gift
and data processing capacity for the institution, centralizing
responsibilities currently owned across membership, development,
volunteer and visitor services.
Contributes to a culture of inclusive
donor stewardship, practices empathy and shows respect for donors
at all levels, and actively works toward achieving long-term equity
goals within the Development department.
Upholds confidentiality and protects
donor privacy by exercising discretion and adhering to all
standards, equity practices, ethics, and privacy rights.
Secondary or Additional Responsibilities
Provide support to Head of Operations
& Donor Engagement in Development, the Head of Membership
Operations, Accounting, and other frontline fundraisers to meet
Assists with oversight of
reconciliation of data, ensures accuracy of financial reports and
proper donor recognition in all external reports, and adherence to
all IRS and FASB regulations.
Supports Development Associate in
annual audit, monitoring for flaws and opportunities for
improvement of all gift systems and back-end workflows.
Supplies teams with donor lists,
queries, as well as targeted mailing lists for communications,
publications, recognition, invitations, and events as
Performs other related duties as
Support the Museum’s mission, vision
and core values of creativity, connection, equity, learning,
accessibility and accountability.
Contribute to and support the PAM
strategic plan, annual priorities, and institutional initiatives
such as diversity, equity, inclusion and access.
Contribute to a positive
organizational culture based on mutual respect, a spirit of
collegiality, cooperation, and openness to many perspectives.
Participate in a culture of ongoing
learning, collaboration, innovation, creativity, and community
Use the equity lens in decision
making. Promote equity and inclusion goals and have a “people
Required Knowledge & Skills
Experience with managing CRM and
database systems preferred; familiarity with Blackbaud Altru or
Raiser’s Edge software a plus; and comfortable interfacing across
the institution to lead the effort to improve data management,
reporting, and maintenance.
Demonstrated knowledge of the
principles and practices of nonprofit fundraising operations, gift
entry and administration, donor stewardship, database
administration, records management, and IRS regulations regarding
Experience analyzing and reviewing
systems while maintaining objectivity and avoiding bias with
quantitative and qualitative data collection and analysis.
Experience managing multiple complex
tasks and/or projects simultaneously with superior attention to
detail and deadlines.
Excellent organizational skills,
including prioritizing and managing multiple tasks with minimal
supervision, meeting deadlines, problem solving, and using logic
and analysis to troubleshoot software problems.
Interact in a welcoming manner,
provide excellent customer service to all Museum
Excellent verbal and written
communication skills; prepare and deliver concise, understandable,
and effective reports, presentations and articles to a wide
Expected to work independently,
proactively, and as a collaborative member of the Development team,
and will need to be flexible to the growing needs of the
Successfully adapt to and embrace new
technologies; Microsoft Office Suite (Word, Excel, PowerPoint)
experience required; knowledge of Google Suite, Customer
Relationship Management software (Altru, Raiser’s Edge, Salesforce)
Education, Formal & Informal Experience, Training
Required, Certifications, Etc.
Bachelor's degree preferred, or
equivalent combination of education and experience.
A minimum of 5 years of related
experience in information technology, database administration,
evaluation and research, or other relevant experience.
Advanced computer skills including
strong skills in Excel.
Occasional evening and weekend hours
at special events.
Extensive computer work and use of
Google platform, Microsoft Office, and Blackbaud Altru
The Development Office is temporarily
working remotely due to COVID-19, but will begin meeting with
donors and community leaders in person when it is safe to do
Use of Fingers
Push/pull/lift/carry up to 10
Compensation, Benefits & Perks
This role is exempt, full-time, based
on 40 hours per week
Budgeted compensation range is
$68,473 - $82,160, depending on experience. The role is in pay
grade K (Min $32.92, Mid $39.50, Max $46.09)
Health Care (medical, dental, vision,
Life Insurance (employer-paid life,
AD&D, and long-term disability insurance & employee paid
voluntary life and short-term disability)
Retirement (401k plan, please note no
employer match currently)
Paid Time Off (6 paid holidays, 2
floating holidays to allow employees to meet their own religious
observances and uphold value of equity and inclusion, vacation
time, sick time, jury duty, and bereavement leave)
Flexible spending accounts
Employee assistance program: free,
confidential counseling for employees and family
Discounted TriMet or C-Tran
Bike to work benefit
Complimentary admission to the Museum
for employee and guest(s) accompanied by you
Access to Museum lectures and
Discounts at Museum Shop
R.E.A.P (Reciprocal Employee
Attraction Pass) card for full and part-time employees, providing
free general admission to local destinations
Affinity groups -- BIPOC & White
Buddy system for BIPOC new hires
Annual BIPOC TLC retreat
To apply online visit: www.portlandartmuseum.org/careers
follow the link to create a profile. All interested applicants must
apply through the above careers link. Resumes received without
completed employment application will not be considered. For
questions or accommodation please contact email@example.com.
Please attach a cover letter and in addition, we ask that
applicants answer the questions within the application. The Museum
engages an equity hiring committee to review applications.
Please do not delay in applying. Closing date is Friday,
August 13, 2021.
About the Portland Art Museum
Founded in 1892, the Portland Art Museum is one of the oldest
art museums in the United States and the oldest in the Pacific
Northwest. The Museum’s collection of 42,000 objects reflects the
history of art from ancient times to today. The collection is
distinguished for its holdings of arts of the native peoples of
North America; modern and contemporary art; Asian and American art;
photographs, prints, and drawings; and English silver.
With more than 112,000 square feet of gallery space, the Museum
ranks in the top 25 museums in the country with the most gallery
and exhibition space. An active collecting institution, the Museum
dedicates 90 percent of its gallery space to its permanent
collection. In addition to its permanent collection, the Museum
is recognized for its special
exhibitions and intimate exhibition series, including the APEX
program, a contemporary art series, and presentations in the Gilkey
consists of 16,000 member households, representing more than 92,000
individuals. More than 350,000 visitors are welcomed annually,
including more than 50,000 schoolchildren.
The Museum’s annual operating budget is approximately $13.5
million. The galleries hours have been modified due to COVID-19 and
typically open four days a week (Thursday through Sunday).
About the Northwest Film Center
The Museum's sister organization, established in 1971, the
Northwest Film Center is a Portland, Oregon-based year-round
organization and space where artists and audiences explore our
region and the world through cinema and cinematic storytelling in
all its forms.
Our mission is to expand the reach of cinema as an art form and
challenge for whom, by whom, and how stories can be told. Through
our screenings, events, guest speaker programs, classes, and
workshops, audiences and artists form vital connections that bind
our community and encourage a more vibrant, accessible, and diverse
The Northwest Film Center acts as an advocate for pioneering
filmmakers and artists, giving a platform to voices that might not
otherwise be heard and serves as a catalyst for cultural
appreciation, conversation, collaboration, and community-building
around new ways of seeing locally and globally. For more
information, visit www.nwfilm.org.