FUNCTION:

The Database Manager serves as the organizational lead for the Constituent Relationship Management (CRM) system, ensuring the integrity, security, optimization, and strategic growth of constituent data. This role is responsible for establishing and maintaining standardized database governance, overseeing system utilization and integrations, supporting cross‑departmental reporting needs, and ensuring staff are effectively trained to leverage the CRM in support of fundraising, finance, and organizational operations.

The Database Manager acts as the primary subject‑matter expert for CRM functionality and data processes, proactively identifying opportunities to improve efficiency, accuracy, and insight through effective database management.

REPORTS TO: Sr. Data Strategist

SUPERVISES: Outsourced Partners As Needed

SALARY RANGE: $72,000 - $76,000

ESSENTIAL JOB FUNCTIONS:

Database & System Management

1. Serve as the primary administrator and escalation point for the CRM, including system access, configurations, updates, integrations, and issue resolution.

2. Design, maintain, and continuously improve database architecture, data standards, and workflows to support organizational efficiency and reporting accuracy.

3. Ensure data integrity, security, and compliance with internal policies and best practices.

4. Manage ongoing database hygiene, including data clean‑up, deduplication, and standardization.

Reporting & Data Integrity

5. Develop, document, and maintain standardized reports and dashboards to support prospecting, fundraising, finance reconciliation, audits, and leadership decision‑making.

6. Train staff to build and interpret reports while ensuring adherence to approved data standards.

7. Conduct routine and ad‑hoc audits of records, processes, and standard operating procedures (SOPs) to ensure data accuracy and system functionality.

Cross‑Functional Collaboration

8. Act as a liaison between Donor Services, Finance, and other internal teams to align system capabilities with business needs.

9. Translate operational and fundraising requirements into CRM solutions and workflows.

10. Partner with leadership and vendors to evaluate enhancements, upgrades, and new CRM features.

Training & Documentation

11. Coordinate and deliver CRM training for new hires and existing staff, including system updates, enhancements, and changes to SOPs.

12. Create and maintain clear documentation, job aids, and process guides related to CRM usage and data governance.

Vendor & Strategic Oversight

13. Manage relationships with outsourced database partners and consultants, as needed.

14. Stay current on trends, tools, and best practices in database management, CRM systems, and reporting technologies, recommending improvements when appropriate.

Other Duties

15. Perform other duties as assigned in support of departmental and organizational goals.

Minimum Qualifications

Education

• Bachelor’s degree required; degree in information systems, data management, business, or a related field preferred.

Experience

• Minimum of two (2) years of experience in database or CRM management.
• Experience working with donor databases or CRM systems in a nonprofit or fundraising environment preferred. Virtuous experience preferred.

Knowledge, Skills, and Abilities

• Strong knowledge of database management best practices and data governance principles.
• Advanced analytical and problem‑solving skills with a high level of attention to detail.
• Ability to manage multiple priorities, projects, and stakeholders simultaneously.
• Excellent interpersonal, communication, and training skills.
• Demonstrated ability to handle sensitive and confidential information with discretion.