Donor Services Systems Manager




$70,000 to $85,000

/ Yearly


Nov 6, 2023

We’re Hiring!

Donor Services Systems Manager

Location of Position: Marin Headlands, Sausalito, California 

Reports to: Donor Stewardship & Database Administrator

Position Classification / Expected Time commitment and work schedule:

This is a full-time salaried position. Hybrid work schedule, 2-3 days on site, 2-3 days from home. Evening, weekend, and holiday work may be required.

Compensation Range: $70,000 – $85,000 annual salary

Full Benefits:

·      Holidays

·      Sick Time

·      Vacation

·      Medical, Dental, and Vision

·      Life Insurance

·      401k Retirement Plan

·      The Marine Mammal Center offers benefits to support the emotional wellbeing of you and your loved ones (Employee Assistance Program)

Position Overview

The Donor Services Systems Manager is responsible for supporting daily database operations and core data-related initiatives and system implementations that advance The Marine Mammal Center’s ability to build, grow, and sustain strong and effective relationships with donors. This position is responsible for developing and implementing systems for effective gift and constituent processing.


Essential Functions:

Database Operations & Integrity: 45%

·      Create, develop, and implement systems for efficient and accurate processing for data entry and gift acknowledgement.

·      Create, develop, and maintain data syncs with other internal databases/systems using integration applications (e.g., ImportOmatic).

·      Manage existing codes, tables, and profiles, adding new ones as strategies dictate.

·      Conduct global changes and/or imports to maintain data.

·      Collaborate with teams to evaluate and measure system viability.

·      Responsible for ensuring the system is clean and meets all audit requirements.

·      Create, develop, document, and train procedures and standards for data processing and related systems.

·      Maintain database integrity by establishing and enforcing quality assurance protocols, processes, documentation, and training.

·      Conduct regular audits of data entry to ensure accuracy.

·      Maintain database performance by troubleshooting problems.

·      Provide users with feedback on their data entry practices.

·      Continuously monitor and evaluate the efficiency and effectiveness of methods and procedures; identify opportunities for improvement and review with higher level staff; involved in implementation of improvements.

Output & User Support: 40%

·      Coordinate data entry in the Development database to improve both volume of data entered and standards of entry, which supports the department’s goal to be data-driven, and to use data to improve fundraising results.

·      Coordinate the data input with the metrics needed for reporting.

·      Support production of standard and custom reports. Determines with staff which reports are needed regularly (monthly, weekly, etc.) and setting them up to allow self-service reporting.

·      Build queries and exports for complex mailing lists such as newsletters, membership or direct mail appeals, and event invitations.

·      Support users, drive adoption and provide ongoing training to ensure the system is used to its fullest capacity.

·      Provide ongoing assistance to users by encouraging use of vendor’s technical support and providing direct support when questions are dependent on knowledge of the organization’s specific configuration.

·      Ensure that policies and procedures documentation is current and accessible.

·      Prepare tip sheets for commonly asked questions.

·      Develop and deliver targeted training to current and new users.

Data Entry Support: 10%

·      Support gift processing staff as needed by completing data entry during high volume periods or as needed to ensure timely entry.

·      Support data entry as needed for constituents and relationships.

·      Ensure that gift acknowledgements are produced within a specified timeframe.

·      Maintain records needed for annual audit.

·      Provide coverage when other team members are unavailable.

Other Duties as Assigned: 5%

·      Perform special projects and research as assigned.

·      Perform other duties as assigned.

Supervisory Responsibility:


Knowledge, Skills, and Abilities

·      Demonstrated experience planning and managing a gift processing/data services process in a nonprofit fundraising organization.

·      Proficiency with EveryAction preferred and/or Blackbaud’s Raiser’s Edge 7/NXT.

·      System integration experience preferred.

·      Experience with ImportOmatic preferred.

·      Expert data entry skills; excellent attention to detail, highly organized and systematic.

·      Excellent written and verbal communication skills.

·      Demonstrated ability to organize and prioritize work, take initiative, resolve problems, and follow through to ensure goals are met in a timely and accurate manner.

·      Ability to develop and effectively leverage systems and tools to meet deadlines, fulfill commitments, and achieve goals.

·      Ability to work collaboratively and maintain open communication in a team environment.

·      Passion for marine and environmental conservation.

·      Establish and maintain effective working relationships with those contacted in the course of work, which includes volunteers, interns, staff, and others.

  • Communicate and interact effectively with people across cultures, ethnic groups, and identities.
  • Practice self-awareness and respect while engaging with people of diverse backgrounds.

·      Willingness to support and participate in The Marine Mammal Center’s diversity, equity, and inclusion programs.

Qualifications & Experience:

·      This position requires a combination of education and/or experience equivalent to a bachelor’s degree in administration, development, business, or related field; and 3 years of experience at a nonprofit organization in fundraising.

·      Valid driver license with acceptable motor vehicle record to maintain standards of insurability.

·      Proof of COVID-19 Vaccination or waiver (medical or religious).


Work Environment & Physical Requirements:

·      This position operates in a professional office, laboratory, and hospital environment both indoors and outdoors with access to other parts of the facilities via outdoor pathways.

·      Ability to work in an open cubicle office space with many distractions. 

·      Routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.

·      Ability to work at a desk for extended periods using a computer.

·      Exposure to allergens and zoonotic diseases.

·      Involves smells associated with animals and the care of animals.



The Marine Mammal Center actively engages individuals from all backgrounds. We are committed to embracing diversity within our organization because we firmly believe that diverse employee teams help us to achieve our best organizational outcomes and provide the most effective support to the communities we serve. We are deeply dedicated to creating and maintaining an inclusive, equitable and supportive work environment. We strongly encourage people from underrepresented groups to apply. The Marine Mammal Center believes in growth and supporting our employees as best we can so they can become their best selves in and outside of work. We believe that a healthy work environment means building an inclusive culture where people can thrive together and feel supported and empowered. We believe in stretch versus constraint.



The Marine Mammal Center advances global conservation through marine mammal rescue and rehabilitation, scientific research, and education.


The Marine Mammal Center is leading the field in ocean conservation through marine mammal rescue, veterinary medicine, science, and education. 


For more information, please visit our “About Us” page at www.marinemammalcenter.org

To Apply: Application Link. Please submit a cover letter and resume and provide a brief description about how your experience aligns with the role.

Note that applications without a cover letter will not be considered.

In your cover letter, please feel free to note which pronouns you use (For example – she/her/hers, he/him/his, they/them/theirs, etc).

We strongly encourage people of color, lesbian, gay, bisexual, transgender, queer and non-binary people, veterans, parents, and individuals with disabilities to apply. The Center is an equal opportunity employer and welcomes everyone to our team. If you need reasonable accommodation at any point in the application or interview process, please let us know.

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