Philanthropy Database Specialist

Department: Philanthropy 

Reports to: Senior Manager of Membership and Philanthropy Operations

Status: Full-time, hourly, benefitted position

Hours of Work: Standard schedule is Monday–Friday, 8:00am–5:00pm, with occasional evening or weekend work for philanthropy events and projects. This role follows a hybrid schedule with two onsite days per week, including Thursdays; the specific schedule will be confirmed upon hire.

Position Overview

The Seattle Aquarium, a leading marine conservation organization, is looking for a Philanthropy Database Specialist to support the success of the philanthropy department’s fundraising goals by ensuring the accurate, efficient, and effective flow of data to and from the Aquarium’s constituent database. This role helps improve access to high-quality data, supports data maintenance for improved donor service, and provides guidance across the department on data availability and insights that drive program and project success. The successful candidate will bring strong attention to detail, a service-oriented approach, project ownership, problem-solving skills, and a thorough understanding of relational databases and system integrations. This position will also be a key participant in the Aquarium’s migration from Raiser’s Edge 7 to NXT.

Essential Functions: 

Data Management

• Support the department’s upcoming migration from Raiser’s Edge 7 to NXT. This includes, in partnership with IT and department leadership, helping to stand up the new database through prep work, testing, and team training.
• Ensure regular and accurate data imports from a variety of sources into Raiser’s Edge. Sources will include:
• ACME
• GoFundMe Pro, Classic and Live
• Eventbrite
• MailChimp
• Perform regular audits to ensure the accuracy of database records. Audits can include details surrounding gifts, membership statuses, and constituent data.
• Actively review and address duplicate records on an ongoing basis.
• Monitor for and correct incomplete records.
• As needed, use audit results and recommend process updates or training needs to facilitate Raiser’s Edge improvements for all database users.
• Manage import processes at scale for the philanthropy department. This includes understanding the import software and supporting team members with their imports. 
• Partner with IT and colleagues using other systems to ensure systems can relay information to and from the philanthropy database. 
• Assess database processes and recommend improvements for more seamless data management.
• Create and document new import processes as new platforms come online.

Program Guidance

• Complete list requests from the Philanthropy or Marketing departments for constituent data in support of donor communications. This includes building and managing database queries and exports to pull accurate contact details for various donor segments. 
• Participate in project planning meetings to highlight any risks, issues, or opportunities regarding data management, availability, and integrity. 
• Oversee event data tracking across multiple systems for philanthropy events including registrations, attendee details, pledges, and gifts. 
• Manage process around mailing lists for regularly scheduled philanthropy communications.

Additional Responsibilities:

• All Aquarium staff and volunteers are expected to participate in advancing and integrating into their work Diversity, Equity, Inclusion, and Regenerative practices in alignment with our S.A.L.I.S.H. Values.
• Honor the rights of our donors under the Association of Fundraising Professionals’ Code of Ethics
• Safeguard the confidentiality of donors and prospects by exercising discretion in communicating information and handling departmental records, files, applications, proposals, evaluations, and similar confidential materials
• Other duties as assigned.

Knowledge, Skills, and Abilities: The skills and abilities listed below may be demonstrated through a combination of relevant cultural and community programs, jobs, internships, volunteer experience, and/or formal or informal education. If you meet some of the requirements and you are passionate about our mission and our ocean, we encourage you to apply and look forward to learning more about you.

• Direct database administration experience with Raiser’s Edge 7 and/or NXT (Blackbaud) or power user/administrator level experience and understanding of similar CRM systems
• High level of proficiency with all Microsoft Office programs and demonstrated ability to learn new software quickly. Familiarity with ACME, GoFundMe Pro, and Importomatic are a plus. 
• Attention to detail – accuracy is paramount to our operations.
• Display ownership through initiatives, follow-through, accountability and commitment; ability to work with little supervision.
• Consistent and proactive communication, verbally and in writing. Includes working cross-functionally across departments on projects and training. 
• Project management focus: experience setting timelines, evaluating a project through database expertise, communicating expectations to a project team and following up when appropriate. 
• Ability to organize and prioritize large volumes of work to ensure completion within deadlines.
• Demonstrates an understanding of the Aquarium’s Mission and Values, including Regenerative and Equity work.
• Experience working in a non-profit setting or philanthropy department preferred

Working Conditions:

• Majority of work is performed in a Semi-private work area
• May experience interruptions, walking, standing, sitting for extended period of times. Some exposure to the elements as employees work in a campus environment. Must be flexible for some evening, early morning or weekend hours for event support, with notice.