Development Database Administrator

Position:Development Database Administrator

Location: Charlottesville, VA

Job :427

# of Openings:1

The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored ticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

The Development Database Administrator is responsible for the integrity, structure, and effective use of the Development department's donor database. This position serves as the department's primary database authority, ensuring that donor and gift data are accurate, consistently maintained, and actionable in support of the Foundation's fundraising program. The Administrator also serves a critical internal controls function, providing independent batch review and verification of gift processing activity and serving as the department's primary liaison with Accounting on matters of gift data and financial reconciliation.

As the department builds toward a major campaign, this role will supervise a Development Coordinator and increasingly support data analysis and prospect research functions that inform portfolio management and donor strategy.

$60,100 - $67,600

• Serve as the department's primary database authority, ensuring that donor and gift data are accurate, consistently maintained, and actionable in support of the Foundation's fundraising program.
• Serve as the primary administrator and custodian of the Raiser's Edge/NXT database within the Development department, including ownership of the coding structure, constituent records, and overall database architecture.
• Establish, document, and maintain policies and procedures governing database use across the department to ensure consistency, accuracy, and appropriate access controls.
• Conduct ongoing data hygiene work, including deduplication, record updates, and systematic audits of donor and gift information.
• Coordinate database integration with other institutional systems, including the accounting platform and other relevant systems, working closely with counterparts in IT and Finance.
• Serve as the department's primary liaison with Blackbaud and with IT on database-related matters.
• Supervise gift processing, providing critical review and internal controls.
• Serve as the primary independent reviewer in the department's gift processing cycle, conducting batch review and verification of gift entries prior to committal. As a matter of standard practice, this position does not serve as the reviewer of batches personally entered; review responsibility in those instances rotates to the Development Coordinator or another designated staff member.
• Assist with gift entry as a secondary and backup function when processing volume or staffing requires it, with the understanding that any batches entered by this position are subject to review by another staff member before committal.
• Conduct regular audits of gift records to ensure that data entered into the database is accurate, complete, and consistent with supporting documentation.
• Perform monthly reconciliation with the Accounting department, serving as the primary development liaison on gift data, fund coding, and financial reporting.
• Identify and resolve discrepancies between database records and accounting reports, escalating to the CDO as appropriate.
• Maintain documentation standards for gift records, including attachment of supporting paperwork for gifts at or above established thresholds, in accordance with departmental policy and audit requirements.
• Support the department's compliance with IRS substantiation requirements and gift acceptance policies by ensuring that acknowledgement documentation is accurate and issued within required time frames.
• Provide basic prospect research in support of donor briefings, cultivation activities, and solicitation preparation, drawing on Raiser's Edge data, wealth screening tools, and web-based research resources.
• Store and organize research results in a consistent manner that can be retrieved and updated by others across the department.
• Support the CDO and senior development staff in preparing materials for donor meetings, president's calls, and events as requested.
• Provide reports from the database and analyze data to inform development strategy as the Foundation builds its development operation and prepares for a major campaign.
  • Create and run queries to produce accurate, timely information in support of meetings, events, mailings, solicitations, and other fundraising activities.
  • Generate standing reports on a regular cycle, including gift reports, pledge…