St Labre Indian School

St. Labre Indian School Educational Association

Pretty Eagle Catholic Academy

St. Charles Mission School

Job Description

Job Title:                   Database Manager 

Department:             Development

Reports To:              Chief Development Officer

FLSA Status:            Nonexempt – 12 month position

Salary Grade:           10B ($25.56-$30.03-$34.51)/hr.

Approved Date:        4/25/25

SUMMARY 

This position manages and maintains the organization's development donor database, ensuring data accuracy and integrity to support fundraising efforts across all channels. The position  generates reports, analyzes data and files, and provides technical support to fundraising staff. This role is crucial for tracking donations and donor communications, executing campaign selects, and informing fundraising strategies using said data. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. *Indicates the non-essential duties and responsibilities.  Nothing in this job description restricts 

St. Labre's right to assign or reassign duties and responsibilities to this job at any time.

1. Oversee the donor database of record, ensuring data accuracy, completeness, security and integrity. 

2. Oversees and establishes the processes for recording donations, generating gift acknowledgements, fulfillment items and the completeness of all donor records. 

3. Generates and creates reports for fundraising staff and management, analyzes donor data to identify trends and patterns. 

4. Supports donor engagement efforts by ensuring all communications and interactions with donors are captured and recorded in the database. 

5. Imports and overlays 3rd party demographic, wealth and other relevant data points to donor records.

6. Participates in all fundraising strategy meetings to offer data insights, identify programming changes or needs to successfully execute a campaign and any possible challenges.

7. Creates final data select instructions for approval that outlines specific donor criteria that will capture the goals and objectives of the campaign.  Works with the database provider to execute the selection process.

8. Performs detailed quality control checks on all incoming and outgoing files, ensuring accuracy and completeness for campaign print production and digital launches.

9. Manages the relationship and is the primary point of contact for the 3rd party database provider to execute campaign selects, collaborate and develop programming and functionality, and to troubleshoot and resolve issues.

10. Works with 3rd party vendors/partners to create and maintain data sharing/exchange bridges for file updates, transaction processing, etc.

11. Provides training and support to all development staff and 3rd party users on database usage, procedures and best practices.  Manages user access and rights.

12. Records, implements and maintains data entry protocols, quality control procedures, and data hygiene practices.

13. Acts as the subject matter expert with regard to interactions and connections between the donor database and other development systems, platforms and softwares.

14. Identifies opportunities for database enhancements and functionality that will further support, streamline and/or improve internal development operations and processes.

SUPERVISORY RESPONSIBILITIES

Directly supervises 1-2 employees in the Database Support department.  Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.  Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE 

Bachelor’s degree from an accredited college/university, five years of related experience with fundraising database management or an equivalent combination of education and experience. 

KNOWLEDGE, SKILLS AND ABILITIES

1. Must have proficiency in managing and maintaining donor databases, including experience with donor database software like Raiser’s Edge, Portfolio, DonorPerfect, etc.

2. Ability to query and analyze donor data to identify trends, patterns, and actionable insights. 

3. Excellent communication and interpersonal skills to interact with staff, 3rd party vendors and organizational leadership. 

4. Must have strong organizational skills to manage multiple tasks, prioritize work, and meet deadlines. 

5. Proficiency in Microsoft products, particularly advanced skills in Excel and Word, and experience with mail merge functions. 

6. Must have experience and understanding of fundraising principles and best practices, preferably in a high volume direct response (direct mail, digital, media) program. 

7. Requires a high level of accuracy and attention to detail. 

8. Must be a proactive, self-starter that is able to work under pressure with little direct supervision.

9. Must be highly organized and documented in this role.

10. Ability to read, analyze, and interpret reports, general business periodicals, professional journals, technical procedures, or governmental regulations.  

11. Ability to write reports, business correspondence, and procedure manuals and business rules.

12. Willingness to work overtime, if needed, holidays and weekends.

13. Respects the teachings of the gospel of Jesus Christ in private, personal, and public life. 

13.  Commitment to the mission of the Roman Catholic Church in Native American education.

1. Sensitivity to and appreciation of Native American people and their cultures.

2. Ability to serve as an appropriate role model for students.

CERTIFICATES, LICENSES, REGISTRATIONS 

Valid driver’s license required.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee is occasionally required to stand and walk.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include color vision.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts.  The noise level in the work environment is usually moderate.

LOCATION

The reporting location for this position is Ashland, Montana.  However, a hybrid of remote and on-location work will be considered for the right candidate.  Housing on the St. Labre Ashland Campus is available for this position.