Database and Operations Coordinator
Database and Operations Coordinator
LOCATION: Green Bay
STANDARD HOURS: 40 hours per week. Typical hours Monday - Friday 8:00 am - 4:30 pm; Flexibility
required to include other evening and/or weekend hours, as necessary.
STARTING PAY RANGE: $69,344 - $74,738 per year
*Salaries/Wages for all finalists (internal and external) will be placed within the range based upon education, experiences, current wages, and internal equity.
POSITION SUMMARY
Provides operational leadership to ensure sound fiscal practices that enable streamlined operations in, and provide scalability to, the advancement services functions of the NWTC Educational Foundation (Foundation). Responsible for the advancement department’s constituent relationship management database and records management related to data health and integrity. Establishes database entry standards and compiles reports and lists needed to conduct fundraising and stewardship activities. Serves as Foundation’s primary gift processor and assists with financial recordkeeping.
ESSENTIAL FUNCTIONS
Database
- Manage the Raiser’s Edge donor database, including setting database standards, streamlining monthly reporting, creating and maintaining operational procedures manual, and identifying/providing training for staff.
- Responsible for complex queries, exports, and imports to database, dashboard reports, fundraising reports and comparison reports.
- Coordinates with accounting team on new fund set-up between Raiser’s Edge and Financial Edge for appropriate systems handoff when gift processing to financial management system.
- Responsible for data integrity and health updates. Conducts database clean-up to include reconciling constituent codes, remove/combine duplicate records, standardizing addresses, etc.
- Supports Foundation staff in committee meetings with preparation of reports and data as requested.
- Provides weekly gift report to fundraisers to conduct stewardship activities.
Accounting/Bookkeeping
- Conducts daily gift processing function, entering gifts from all sources (checks, cash, online, credit card, payroll, in-kind, stock transactions) aligning them with the proper donor, campaign, appeal, and fund.
Collaborate with accounting team and Executive Director to manage efforts associated with accounting and financial matters including, but not limited to banking, accounts payable and receivable functions, purchasing, investments, endowment allocations, monthly and year-end closing activities, annual budgeting process, daily operations, and daily cash management.
Collaborate with Advancement and Foundation staff to manage payments to the College, ensuring compliance with grant and donor requirements.
- Perform all activities related to the preparation of month end closing and reporting.
- Manage in-kind donations for tax and financial reporting, tax acknowledgements and compliance.
- Work with accounting team to complete annual spend analysis in accordance with Foundation policy and makes recommendations for endowment spending.
- Coordinate the annual audit activities and tax return preparation with the selected independent accounting firm. Prepare and provide workpapers to conduct the audit. Review completed financial statements and tax return. Resolve any issues or questions during audit and tax return preparation.
- Maintain financial security by establishing and monitoring internal controls.
Operations
- Partner with the Executive Director to create, maintain, update, and review policies and procedures related to the Foundation.
- Manage the RFP process for major expenses including, but not limited to, investment managers, banking services and software.
Responsible for credit card processing within the Foundation. Ensure compliance with Payment Card Industry (PCI) standards including training, completing the necessary Self-Assessment Questionnaires (SAQ) and updating PCI procedures.
Provide leadership on the use of Financial Edge and Raiser’s Edge software to best serve the Foundation needs.
Operational Excellence & Team Collaboration
- Partner with the Foundation, Advancement, and Grants team to develop strategies, annual plans, and objectives.
- Contribute to a culture of professionalism, innovation, and shared success within the Foundation and Advancement Team.
- Support the development of reports for the Foundation Board, College Board of Trustees, and other key stakeholders.
- Exercises discretion in handling confidential materials.
- Serves as backup for the Advancement Administrative Specialist in producing meeting minutes for core committees as needed.
- Represent NWTC Foundation at relevant meetings, conferences or events.
MINIMUM QUALIFICATIONS AND WORK EXPERIENCE
- Bachelor’s Degree
- Three (3) years in database or records management; preferable in education or other non-profit organization.
- Demonstrated knowledge of database/records principles and best practice.
- Ability to attend to, and visually concentrate, on detail work.
- Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit adequate level of respect to fellow employees and the College community at large.
- Proficient in database, spreadsheet, and word processing software packages in Windows environment.
**An equivalent combination of education and work experience may be considered.
Preferred Qualifications:
- Experience with recordkeeping for 501(c) organization
- Knowledge of Blackbaud’s Financial Edge and Raiser’s Edge software
NWTC does not discriminate on the basis of political affiliation, age, race, creed, marital status, color, religion, national origin, disability, veteran status, sex, sexual orientation, gender, genetic testing or other applicable legislated categories. Inquiries regarding the College’s nondiscrimination policies may be directed to the Associate Vice President of Student Affairs at 920-498-6823 or nondiscrimination@nwtc.edu.
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Additional Info
Job Type : Full-Time
Education Level : Bachelors Degree
Experience Level : Entry Level
Job Function : General