Donor Management System Administrator

Little League International is seeking a Donor Management System Administrator, to work out of the Williamsport, PA Administrative Office, reporting to the VP of Philanthropy and Social Impact.

The Donor Management System Administrator will be responsible for the creation, implementation, and ongoing management of a comprehensive donor management database application. This is a foundational role for the Philanthropy and Social Impact Department as it builds its infrastructure for relationship management (CRM) to support fundraising and social impact initiatives.

The successful candidate will lead the implementation and development of our donor management platform from the ground up, ensuring seamless integration with our fundraising and marketing efforts, as well as collaboration across departments. The role involves planning and executing implementation, ensuring data integrity, accessible and secure. The candidate will provide staff training on proper usage, with a focus on supporting donor research, reporting, and ongoing stewardship activities.

PRIMARY RESPONSIBILITIES

General

• Serve as the architect in the implementation of the Philanthropy and Social Impact Management systems by evaluating current systems and identifying core needs.
• Collaborate with the VP of Philanthropy and Social Impact to define the structure of the data to be collected and establish initial workflows.
• Oversee the donor management system, administer, and manage related systems and programs, including data entry, data attributes, data integrity, system access and training, and the daily use of the system; oversee the prospect research and prospect management functions.
• Collaborate with the VP of Philanthropy and Social Impact to serve as the department liaison to the finance department and respond to all accounting and finance-related inquiries, reconcile monthly and annually all fundraising revenue with the finance department to ensure accuracy, transmit all appropriate documentation and information regarding fund designations and donor stipulations to the finance department as appropriate.
• Onboard and train new team members as needed; assist application users in the most efficient and effective use of the system; coach and troubleshoot as needed.
• Must be receptive to training and continuing education.

Donor Research

• Conduct donor prospecting and research using appropriate software tools, ensuring that the system supports the identification, evaluation, and tracking of new prospects.
• Develop and refine strategies for effective research and prospect management, focusing on leveraging new technologies and data analytics.
• Ensure the coordination and integrity of all donor data with the Donor Management System (contact info, addresses, salutations, etc.).
• Accurately input and manage data from a multitude of sources.

Prospect Management

• Ensure policies, procedures, and systems are in place for the identification, evaluation, and tracking of prospects, including contact report and proposal recording systems.
• Manage the major gift prospect pipeline, ensuring prospects are appropriately sequenced and that cultivation/solicitation plans are created and added to the system.
• Work with frontline fundraisers on portfolio management to ensure appropriate cultivation/solicitation plans remain on track.
• Report and List Management
• Develop and execute accurate and timely reports and analyses on the performance of any fundraising campaign.
• Generate timely and accurate reports to support fundraising goals, stewardship efforts, and strategic initiatives.
• Lead the creation of mailing lists, event support lists, and other key data outputs required by the fundraising team.
• Generate gift batch reports; create copies of checks and/or other supporting documents for Finance and produce reports for reconciliation.
• Produce verified month and year-end financial and fundraising reports.

Application Oversight

• Lead the continuous improvement of system functionality, expanding current needs and research capabilities, related processes, and systems to envision and anticipate future department needs.
• Lead the creation of standard operating procedures for system use, including guidelines for donor research, data updates, and report generation.
• Work closely with the Information Technology department on integration requirements, security and privacy requirements, and other procedures for system security.
• Oversee and audit all data entry (including all gift entries), link gifts to events/campaigns and update donor records.
• Track progress toward achievement of fundraising goals, including generation of statistical reports for past and current year revenue.
• Ensure that all donor data, including prospect research, is integrated into the system, and appropriately tagged for cultivation and stewardship efforts.
• Set up regular maintenance schedules to review and clean up data and initiate the first major testing and feedback cycle with key stakeholders.
• Lead periodic data cleanup, testing, and reporting to ensure integrity of system; coordinate interactions with the system vendor; ensure routine maintenance and upgrades.
• Analyze and review applications and user needs; stay abreast of software updates and hardware recommendations.
• Ensure the security, confidentiality, and accuracy of all donor and prospect information.

QUALIFICATIONS:

• Bachelor’s degree in Marketing, Entrepreneurial Studies, Public Relations, or related field.
• 3-5 years of experience working with donor management systems, such as Raiser's Edge, Salesforce, GivingData, Mighty, Qualtrics, Tableau, Microsoft CRM, or similar platforms.
• Experience in creating or restructuring relationship management systems is a significant plus.
• Intermediate computer skills and Microsoft Productivity tools (Excel, Word, and Outlook).
• Thorough knowledge of relationship management system structures, SQL, and Windows based applications.
• Strong ability to communicate technical information to nontechnical team members and conduct training sessions on system usage.
• Knowledge of current trends in fundraising, including benchmarking and metrics.
• Ability to deal with confidential materials with discretion.
• Strong customer service orientation.