The Salesforce Database Coordinator supports the the staff and the PYM community through making available accurate and detailed data on programs, communications, development, membership and contact information, and the people serving in governance and meeting roles. This is done through collaborative and team-based work facilitated by the Coordinator and through effective management of the database structure and processes.
Salary Range: $46k – $50k.
Applicants should send a cover letter and a resume to Oskar Castro, Director of HR & Inclusion — firstname.lastname@example.org by October 11, 2021.
- Database oversight: Provide oversight of all data operations. Serve as the centralized administrator of the database and provide customization and optimization for apps and integrations, including those related to contact, role and relationship management, event management (Fonteva), communications data management (Pardot), and development (Apsona and Acceptiva).
- Importing Data: Manage all data entry, whether manually or through synching with other systems (such as WordPress forms, events, and donations). Solicit data as needed from staff or governance or community members and meetings. Ensure the data entered is accurate. Develop and manage procedures to ensure 100% accuracy.
- Gift tracking: Manually enter incoming financial contributions as needed; ensure all gift entries, manual and imported, are accurate and timely; manage the gift acknowledgement processes.
- Exporting data: Develop, organize, and manage reports for all database users to meet their specific needs and timelines. Support digital and direct mail by generating mailing lists for events, communications, and development. Generate donor acknowledgements, including emails, tax receipts and notecards.
- Data process improvement: Identify possibilities to make importing and exporting of data more efficient and to improve user experience at data touch points such as online forms for email subscription/preferences, event registration.
- Data standards: Maintain, and develop as needed, the internal structure of the database to meet the current and potential future needs for data. Establish standard procedures and ensure they are usable by all relevant staff.
- Staff use of data: Ensure staff have the data for their specific purposes and have the right level of access to meet their needs, knowing this will be different for different staff positions. Train staff to use the database and/or develops procedures for requesting and using data, as relevant to their work.
- Managing the data team: Identify topics that require a team approach to support the database and data. Identify the data team participants – both steady and ad hoc and communicate clearly with them about the work needing their attention. Develop the agenda and facilitate the meetings.
- Serve as contact for outside data contacts: Work with independent and organizational contractors and consultants who serve our database. Manage technology subscriptions.
- With all staff, attend Annual Sessions and Continuing Sessions. Support programs and logistics in advance, on site, and afterwards as needed, especially in terms of data needs.
- Other duties as assigned.
The Salesforce Database Coordinator reports to the General Secretary who will conduct an annual review.
Required Skills and Experience
- Familiar with Salesforce administration, including administrative configuration, constituent management, data quality, data security, reporting and dashboards.
- Experience with Salesforce Nonprofit Success Pack.
- Experience working with a team to facilitate collaborative and effective use of database opportunities.
- Effective and comfortable with translating between end user needs and database output. Must be able to understand staff needs so as to accurately translate their requests into effective queries and reports.
- Skill with using MS Excel to organize and find meaning in data.
- Capacity for attention to detail and accuracy of a lot of information simultaneously.
- Ability to think creatively, problem-solve, and develop innovative ways to deliver results with diverse teams of people and interest groups.
- Possess excellent analytical, research and organizational skills. Ability to communicate clearly and effectively with audiences with varying levels of technical skill, especially the ability to listen well while identifying the needs of data users and guiding them to a positive outcome.
- Ability to organize and prioritize work, be proactive and self-motivated, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
- Commitment to PYM vision to become an anti-racist organization with a multiracial community of staff and constituents. Demonstrated understanding of the role that racial inequity plays in our society and an ability to effectively manage across difference.
Preferred Skills and Experience
- Salesforce Administrator
- Experience with Friends meetings and Quaker faith and practice.
- Familiarity with event registration and marketing automation software, and in particular with Fonteva Events and Pardot
- Experience with most primary office software packages, including MS Word, Teams and Outlook, Asana, WordPress and other typical software systems.
Note: All Philadelphia Yearly Meeting staff members work in a collaborative manner to support the concrete and spiritual goals of the Yearly Meeting as a whole. In that context, all are expected to be flexible, collegial, and willing to accept a variety of assignments.