Database Administrator

Job Type

Full-time

Title: Database Administrator

Supervisor: Development Operations Manager

Pay Grade: 7

Starting Salary Range: $65,000-$70,000

Overview: 

The Gulf of Maine Research Institute (GMRI) develops and delivers collaborative solutions to global ocean challenges.  We are dedicated to the resilience of the Gulf of Maine ecosystem and the communities that depend on it.  To learn more, visit gmri.org. 

The Database Administrator leads and provides direct support to GMRI’s data in Raiser’s Edge and Raiser’s Edge NXT, overseeing the integrity, structure and performance of this core data system. The role is also responsible for reconciliation between Raiser’s Edge and GMRI’s email platform (Mailchimp). The Database Administrator serves an integral role in strengthening data structures, improving functionality, and maintaining procedural documentation to support efficient, accurate, and strategic fundraising operations. 

Responsibilities/Tasks:

Manage data quality and consistency within distributed and dynamic systems to ensure exceptional data standards are maintained

• Lead, design, and run a suite of regular maintenance to align data structures and entry with system design and output for Raiser’s Edge

• Conduct research to verify biographical/address information and obituary notices

• Update GMRI records for key audiences (Employees, Board, and Honorary Directors) across multiple systems

• Plan and execute large data clean-up and design projects, in partnership with Data Coordinator and Development Operations Manager 

• Monitor, test, and make recommendations regarding upgrades and/or additional features and services offered by Blackbaud or related service providers

• Primary lead for list generation for all appeal and event scoping and mailing exercises ; creating queries and exports for review, importing and updating multiple record types in Raiser’s Edge, and exporting distribution lists for internal and external use

• Liaison for GMRI with Blackbaud and Fundraise Up (online giving platform) and related service providers

• Manage tools to track and ensure accuracy of multi-year financial commitments, contributions, and distributions across multiple projects and campaigns

• Partner with Data Coordinator in new record creation for all constituents in Raiser’s Edge, ensuring that each record upon creation or in a timely period thereafter, has accurate contact (mailing address, physical address, emails) and contextual data (origin, basic biography)

• Manage procedural documentation process and structure

Support MailChimp structures and maintenance to align with Raiser’s Edge data and activity

• Assist Data Coordinator in creating constituent records for new subscribers to e-communications and marketing, originating from both Raiser’s Edge and MailChimp

• Oversee regular and timely synchronization/reconciliation between Raiser’s Edge and MailChimp to ensure accurate receipt of marketing and fundraising communication and outreach

• Maintain, conduct, and document procedures for syncing/reconciling Raiser’s Edge and MailChimp

Producer of constituent data and fundraising deliverables and products for Development team and organization

• Work with Data Coordinator to process bulk contact updates from various sources and new record creation (Raiser’s Edge and MailChimp)

• Support Data Coordinator’s work with Donor Engagement Coordinator to ensure appropriate event data entry and event follow-up communications in both Raiser’s Edge and Mailchimp

• Perform mail merges and prepare materials for mailings and e-communications

• Support Grants team and individual fundraiser strategy and organization through production of custom data products

• Work with the Development Operations Manager and Data Coordinator to execute and maintain a library of repeatable reports and analytical tools Run assigned reports in a timely manner and provides back-up to other staff responsible for reporting tasks 

• Execute custom data pulls, analyzes data, and formats lists/reports to accommodate different audiences, uses, and performance metrics 

• Build, maintain, and support staff in use of Raiser’s Edge NXT Reporting and Lists 

• Support Development Operations Manager in reviewing and organizing data to identify meaningful trends and suggest new strategies for mining data to enhance relationship building efforts 

• Partner on special data clean-up projects (often involving querying, exporting, cleaning, and re-importing large volumes of data and/or methodical record review) and documentation 

• Partner with Data Coordinator to manage organization contact records and relationships

Support staff in their fundraising and database work

• Maintain security and appropriate permissions for all Raiser's Edge users

• Document and organize data processes, policies, procedures, and definitions, and produces guides to facilitate common functions performed by users; partner with Data Coordinator when required

• Train and mentor GMRI staff who access Raiser’s Edge to ensure consistency and accuracy of data, and efficient workflow 

• Troubleshoot technical problems, with input from GMRI’s IT staff

• Design, maintain, and support staff in use of Raiser’s Edge on functionality in both Database View and NXT 

Manages prompt and accurate gift processing procedures from intake through recognition

• Identify and document purpose of donations received

• Adjust data structures to accommodate new initiatives (campaigns, funds, appeals), annual fiscal year updates, and maintain integration with Financial Edge

• Enter gifts and grants in Raiser’s Edge; cross-train and supervise other team members in gift entry as needed

• Manage Gift Processing documentation and structure

• Reconcile donations with Finance team 

• Liaison between Development and Finance team to ensure gifts are appropriately allocated to projects and departments

• Generate and manage acknowledgements and pledge reminders

• Monitor and troubleshoot accuracy/safety of online donations, e-commerce, and maintain associated vendor relationships

• Work with Development Operations Manager, Marketing Manager, and Communications to design, maintain, and manage functionality of Fundraise Up to serve Development and organizational goals 

• Coordinate with brokerage firms to obtain details regarding incoming stock gifts

• Monitor and maintain 3rd party giving site credentials and functionality 

• Output data to support annual audit, recurring monthly financial reports, and annual report recognition

Other General Responsibilities:

• Support select fundraising events day of functions

• Other duties as assigned

Requirements

Qualifications: 

• 2-4 years experience work experience in data entry and manipulation in a relational database (with direct experience in Raisers Edge or similar fundraising software a strong plus) or close equivalent

• Skilled in exporting to and manipulating data in Excel and/or report writing programs, as well as mail merge functions

• Skilled in online biographical and other research

• Technology savvy, with an orientation for troubleshooting and comfort navigating across multiple systems (working knowledge of online communications tools such as MailChimp a plus)

• Highest level of attention to detail, accuracy, and confidentiality

• Working knowledge of fundraising information resources, techniques, and strategies 

• Demonstrated knowledge of and sensitivity to the process and needs of relationship building, with an orientation toward the people behind the data

• Inclination toward data analysis and streamlining of processes

• Experience in process documentation and origination

• Flexibility to work occasional evenings and weekends

• Highly organized, self-starter with experience managing and accomplishing multiple tasks

• Demonstrated interpersonal and communication skills with a variety of constituents

• Ability to work well independently and as a team player with a sense of humor and ability to function in a fast-paced, energetic and rapidly evolving organization 

Diversity and Inclusion:

The Gulf of Maine Research Institute (GMRI) has a long-standing policy and commitment to providing equal access and equal employment opportunities in all terms, conditions, processes, and benefits of employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, family status, veteran status, or any other classification protected by law. GMRI's employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, family status, veteran status, or any other classification protected by law.  

Applicants and employees are encouraged to voluntarily provide certain status data to assist GMRI in fulfilling various reporting requirements of the federal government. This self-identification is completely voluntary, will be kept confidential and separate from your application data, and used only to meet certain state or federal reporting requirements. Providing or declining to provide this information will not result in adverse action of any kind. 

Salary and Benefits: 

Gulf of Maine Research Institute offers a competitive salary and benefits package. 

Application Instructions: 

All applications must be accompanied by a cover letter and résumé. Review of applications will begin immediately and will continue until the successful candidate has been selected. The deadline to submit applications is September 11, 2025