Database Coordinator

DEPARTMENT: Development

IMMEDIATE SUPERVISOR: Membership and Database Manager

STATUS: Part-time Non-Exempt

HOURS: 24 hours with weekend and evening availability as needed

WAGE: $25.00 per hour

The Bainbridge Island Museum of Art is a non-profit art museum that strongly believes in our mission to inspire curiosity wonder and understanding by connecting people with the contemporary arts and craft of the Puget Sound region. BIMA is dedicated to inclusivity filling our spaces with diverse employees guests and artists. We strive to ensure all voices are heard valued and welcomed into our spaces regardless of their race color religion gender gender identity or expression sexual orientation national origin genetics disability age or veteran status. These are all elements that play into an individuals uniqueness and here at BIMA uniqueness is celebrated. The Database Coordinator reports to the Membership and Database Manager. This position requires some experience with data entry and a basic understanding of data and databases preferably including experience with data entry and cleaning and basic report building. This position also requires excellent communication skills customer-service skills basic problem-solving skills and the willingness and ability to learn new technologies. This position is critical in maintaining data quality and entering all incoming donations and memberships to the museum in a timely manner. This role will maintain and update reports to share key metrics to the Development Team. This role is critical to the success of the organization and to performing all day-to-day operations. Maintaining the quality and health of BIMAs database ensures that the entire organization can maintain relationships with key stakeholders members donors artists and more. It ensures that we reach a wider audience with accuracy engaging new prospects in the Puget Sound region and beyond. By supporting data quality efforts and reporting key performance indicators to the wider BIMA organization. This position advances BIMAs mission to inspire curiosity wonder and understanding by enhancing our ability to grow contributed income which in turn enhances our ability to continue to connect people with the contemporary arts and crafts of the Puget Sound region.

DUTIES & RESPONSIBILITIES:

Process all Memberships and Donations on a weekly basis in the database (Salesforce).

Regularly de-duplicate and merge contact records in the database (Salesforce).

On a weekly and monthly basis send key reports to both the Development Director and Executive Director.

On a weekly basis process all donor acknowledgement letters.

On a weekly basis process and mail all membership cards new & renewing.

On a monthly basis process all membership renewal letters. Edit update and add to the database on a regular basis to maintain up-to-date records. Enter data pre and post event for any major fundraising initiative or membership event including the annual auction.

Purge the database (Salesforce) to extract bad data on a bi-annual basis.

Work closely with the Finance Team on a monthly reconciliation between Salesforce and Financial Accounting systems.

Work directly with the Finance Team on accurately with complete confidentiality booking all donations that come into the museum. Maintain and improve key reports and dashboards for all departments. Produce accurate and timely reports via Salesforce for other teams as needed.

Work with the Membership and Database Manager on the current project of rolling out Salesforce to all departments within BIMA with a focus on data upload. In a timely manner respond to Salesforce questions and requests.

Other duties as assigned.

CANDIDATE QUALIFICATIONS:

Bachelors degree in a related field (Marketing Information Systems Fundraising etc.); OR

Equivalent education/experience and one (1) year of database experience.

Some experience with databases (preferably Salesforce).

Some experience with data hygiene/quality practices including data entry de-duplication purging.

Ability to learn complex data management systems and procedures.

Ability to adapt quickly pivot strategies and learn new technologies.

Excellent computer skills. Demonstrate strong data entry skills. Proficiency with Microsoft Office Suite. Demonstrated familiarity with analyzing data including report and dashboard building and understanding of datasets and key performance indicators.

Exceptional communication skills both written and verbal. Ability to communicate results digitally and in person. Ability to work professionally collegially and effectively with donors or other constituents colleagues and the general public.

Ability to work in a fast-paced environment.

Ability to walk frequently stand for extended periods climb push lift (up to 30 lbs.) stoop carry equipment and materials.

Ability to work flexible and variable hours including some evenings and weekends depending on Development Event needs.

Represent BIMA to the public and all stakeholders in a positive and professional manner providing outstanding service to all clients.

Commitment to donor Board member and staff confidentiality.

Availability to work major BIMA events as needed especially BIMAs annual fundraiser BIMA Bash! Auction member parties and other special events.

Commitment to diversity equity inclusion and accessibility. This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.