The Fundraising Database Manager HS3 HSUA

Transcription

1 Position Description Business Unit: Job Title Grade/Classification Award Location Department Cost Centre Reporting To Main Purpose of Position Fundraising Database Manager HS3 HSUA5 Level 6, Albert Street, East Melbourne Peter MacCallum Cancer Foundation Y4008 Direct: Fundraising or Direct Marketing Manager, tbd. The Foundation is in the process of realigning donor services. This position is responsible for all aspects of the Raiser's Edge (RE) fundraising software, including but not limited to, information integrity, privacy compliance, financial reconciliation, database maintenance, reporting, improving processes and servicing the training and RE reporting needs of Foundation personnel. The role also includes managing the donor relations processing staff and volunteers to assist the Fundraising team in all efforts related to campaigns including managing the donor acknowledgment process, data entry, inbound donor call handling and call outcomes, maintaining mailing lists and preparing analytical reports, to ensure the continuous enhancement of our donor relationships and stewardship. Key Effectiveness Areas 1. Manage the database to ensure efficient and accurate recording and storage of donor information and data. 2. Conduct database maintenance and integrity activities. 3. Improve program performance through administrative process development and procedural documentation and ensure database best practice through strong governance and compliance. 4. Provide support and resources to internal stakeholders to optimize fundraising activity. 5. Develop and maintain positive working relationships. 6. Leads the donor relations processing team (DRPT) in the provision of high levels of customer service to Foundation donors Number of Direct Reports 2 Decision Making Authority Key Relationships n/a Internal: Peter MacCallum Cancer Foundation team Finance Department Donor Relations Processing Team Volunteers

2 External: Donors and supporters Service providers Suppliers General public Experience/Qualifications Knowledge of fundraising principles and practices. Proficient knowledge of Blackbaud Raisers Edge 7 database/crm software. Competent in producing consistent and regular recording and reporting of activity to specified criteria. Self-motivated and thorough with an eye for detail. Understanding of the principles of good governance in relation to data integrity. Outstanding organisational skills, with the ability to manage a multi-task workload in a fast-paced environment. Excellent written and verbal communication skills at all levels. Strong numerical and analytical skills (including advanced computer skills with proficiency in Microsoft products). Ability to work autonomously and willingness to collaborate with others in a team environment. Initiative, flexibility and drive. Experience in managing a small team Ability to train and coach staff in use of the database and in customer service/ donor relations skills Performance Objectives Manage the database to ensure efficient and accurate recording and storage of donor information and data. Desirable Experience with Crystal reporting, Oracle. Experience in the not-for-profit sector. Experience in managing volunteers Tertiary qualifications in information management systems, or similar. Key Performance Indicators 1. Ensures timely and accurate data entry and processing. 2. Conduct accurate and timely data importing and exporting activities. 3. To assist with the Business Manager and Finance Department to reconcile gifts, provide transaction information and reports, and troubleshoot issues. 4. Oversees data entry activities to ensure timely and efficient processing. 5. Liaises with donors in relation to data when appropriate.

3 Conduct accurate and timely data importing and exporting activities. Improve program performance through administrative process development and procedural documentation and ensure database best practice through strong governance and compliance. Provide support and resources to internal stakeholders to optimize fundraising activity. Work with the Direct Marketing team and suppliers on data segmentation, targeting, refreshes, suppression lists, mailing lists, data extractions. Provide training, advice and technical support to all database users. Assist fundraisers in using the database to support fundraising efforts. Provide support and leadership to the donor relations team Develop and maintain positive working relationships Leads the donor relations processing team in the provision of high levels of customer service to Foundation donors Can act as first point of contact for staff and supporters, both in person and by telephone Is able to provide a high level of customer service to donors (from calls to effective receipting) Responds to donor enquiries and feedback appropriately Takes a lead role in briefing and training the Donor Relations Processing Team to service donors in relation to each Foundation appeal and products Can measure and report on the Donor 1. Performs regular data-hygiene functions, including duplicate record merging, clean-up tasks, quality control and data protocols, that promote data integrity and integration of related data management systems. 2. Works with the Business Manager and Fundraising Director on security protocols, upgrades, vendor management and other IT projects as relevant. 1. Documents and updates database policies and procedures to ensure compliance with financial regulations and best practices established by the non-profit community. 2. Ensures privacy and confidentiality standards are compliant and maintained across all data for the organization. 1. Data extractions for a broad range of marketing and monitoring activities, including mail and appeals, events and telemarketing activities are accurately and satisfactorily completed. Appropriate tracking is in place for evaluation. 2. Designs and customizes reports to monitor organizational performance and as requested by Foundation staff. 3. Staff are trained in a timely and effective manner 4. Provide relief cover for the Database Officer and Team Assistant when necessary. 5. Team makes a valued contribution to donor relations and stewardship 1. Demonstrates effective communication and working relationships with all stakeholders, including supporters and volunteers. 2. Receives positive feedback from internal and external stakeholders. 1. Communicates effectively with stakeholders 2. Maintains a high level of customer service individually and throughout the Donor Relations Processing Team 3. Displays a courteous and empathetic manner and can accurately communicate Foundation key messages and appeal objectives 4. Works with Senior Foundation staff in the implementation of key appeal, product and organisational key messages. 5. Measures and reports DRPT actions and

4 Relations Processing Team s donor servicing actions and outcomes servicing performance 6. Maintains accurate database records Performance Objectives Key Performance Indicators Proficiency Level required to be indicated against each value. A= Proficient B= Advanced C= Expert Values Key Behaviours: Proficiency Level

5 Patients and their carers come first We value our people and encourage teamwork through mutual respect and trust We strive for excellence supported by innovation, research and a learning culture We embrace the positive effects of change

6 We insist on openness and accountability We adhere to the strongest ethical standards in both clinical practice and research Signatures Department Head Practitioner CEO Privacy Statement: Information may be collected and stored for the purpose of recruitment and selection. The information will only be used and disclosed for the primary purpose of its collection. Some exceptions exist. These may be obtained from the Privacy Officer.