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Donor Database Manager

American Battlefield Trust
District of Columbia, United States
Salary Commensurate with experience
Closing date
Dec 17, 2022
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The American Battlefield Trust, the nation’s premier historic land preservation nonprofit, seeks a Database Manager responsible for the performance, integrity, and security of the Trust's CRM system, EveryAction.

 Location: Washington, DC (Hybrid Office)

Reports To: Director of Development

Job Classification: Full-time, exempt


General Scope of the Position: 

The Database Manager is responsible for the performance, integrity, and security of the Trust’s CRM system, EveryAction. The key objectives for this role are to understand business objectives and develop and execute plans for system enhancement and deployment; drive the development of policies and procedures; maintain data integrity; design and deliver effective user quality assurance and training programs; and actively manage software/service provider relationships.  This position is also responsible for managing a Donor Services Coordinator.

Essential Duties and Responsibilities:

  1. Leadership
  • Supervise the Donor Services Coordinator.
  • Monitor performance metrics and develop remediation plans as needed.
  • Provide consultative services to the entire organization in all matters relating to the CRM.
  • When established, actively participate in the organization’s CRM& Data Governance framework.
  • Oversee reporting and analysis of the Trust’s fundraising revenue, ensuring that it is timely, accurate and easily presented to the Senior Management Team.
  • Business Analysis 
    • Partner with the Trust’s leadership to understand the overall fundraising strategy and align the CRM system with those business strategies.
    • Lead data gathering and analysis efforts to evaluate business needs and establish short- to long-term plans for addressing those needs through existing or new technology solutions.
    • Review and analyze the effectiveness and efficiency with which staff use the CRM system and develop strategies for improving and further leveraging the system.
    • Maintain an ongoing awareness of the latest fundraising technology trends, software features, and services, and adopt those that provide benefit for the Trust’s fundraising. 
  • Vendor Management

    • Manage CRM software provider and other external service providers engaged in response processing and fulfillment, data management, etc.
    • Sets priorities and standards to ensure accurate and timely coding and processing of data by service providers.
    • Work with software provider to coordinate service tickets, escalations, and training needs. 
  • Policy and Procedure Development 
    • Develop and maintain Policies and Procedures for the Trust that guide staff on the proper usage of the CRM system.
    • Oversee revenue processing and ensure compliance with Generally Accepted Accounting Principles (GAAP) and industry standards.
    • Work with IT to ensure the CRM system is PCI compliant. 
  • System Training and Support 
    • Identify CRM system training needs – both initial and ongoing – for all of the Trust’s staff who leverage the CRM system and/or data (e.g., CEO, staff within Finance, etc.).
    • Create (or oversee the creation of) appropriate training materials and conduct (or oversee the conduction of) training sessions.
    • Proactively notify the user community of changes and enhancements to the CRM system and/or changes to business practices to ensure consistent and continuous productivity. 
  • Data Quality Monitoring 
    • Work with fundraisers and other operational resources to define critical, constituent data elements that should be monitored for quality.
    • Define the measures of quality (e.g., completeness, validity, accuracy, consistency, conformance to business rules, format, etc.) and error thresholds for each key data element.
    • Oversee the development of processes and tools (queries, reports, and inherent diagnostic tools within the CRM system) that allow data quality to be proactively monitored on a weekly, monthly, quarterly, or annual basis depending on the criticality of each data element.
    • Develop and oversee the implementation of plans to address data quality issues that exceed error thresholds.


    Required Knowledge, Skills and Experience

    • Bachelor’s degree from a four-year college/university or equivalent experience
    • Minimum of seven (7) years of information systems implementation experience.
    • Minimum of five (5) years of nonprofit, CRM systems experience both with traditional CRMs, as well as digital platforms.
      • Knowledge of EveryAction is valued and a plus.
    • Previous role managing fundraising operations within a nonprofit.
    • Solid understanding of the principles of database management, systems development lifecycle, and business process workflow.
    • Strong business analysis skills, with proven experience taking business requirements from concept to execution in fundraising systems that delivered the desired results.
    • Ability to manage multiple projects simultaneously with a high degree of accuracy and attention to detail.
    • Demonstrated personnel supervision skills.
    • Exceptional customer service skills.
    • Strong written and verbal communication skills.
    • Passion for preserving America’s history by saving endangered Civil War, Revolutionary War, and War of 1812 battlefields


    To apply for the position, please send your resume, cover letter, salary requirements, and references to  No calls, please.  Salary is commensurate with experience, and we offer excellent benefits.


    At the American Battlefield Trust, we build parks and tell stories — the narrative threads that make up the rich tapestry of our nation.  Our culture calls for hardworking, entrepreneurial individuals that take calculated, intelligent risks and are always looking for opportunities to learn and improve.  Our staff is united by a commitment to excellence and a passion for keeping American history alive.  Find out more about our staff and benefits


    Since 1987, the Trust has saved more than 55,000 acres of hallowed battlefield land from the Revolutionary War through the Civil War.  We have reached millions of students and other life-long learners through our education programs.  As our nation heads towards its 250th anniversary in 2026, we are looking to grow even more and build upon our previous successes. 


    The American Battlefield Trust is an Equal Opportunity Employer.

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