Donor Database Manager - Girl Scouts of NE Kansas & NW Missouri

Girl Scouts of NE Kansas & NW Missouri Overview

Girl Scouts is the largest organization for girls in the world. Our mission is to build girls of courage, confidence, and character, who make the world a better place. Through activities in science and technology, business and economic literacy, and outdoor and environmental awareness, Girl Scouting provides girls with opprotunities for fun and friendship, while fostering development of leadership skills and self-esteem. Girl Scouts of NE Kansas & NW Missouri is chartered by Girl Scouts of the USA and supports 12,500 girl members and 5,000 adult volunteers in its 47-county jurisdiction surrounding the Greater Kansas City, St. Joseph, and Topeka areas. For more information, visit www.gsksmo.org.

JOB SUMMARY

The Donor Database Manager is the primary guardian of donor data integrity and the lead administrator for the council’s Raiser’s Edge / NXT system. This regular part-time position (20 hours/week) handles the full lifecycle of gift processing, from entry to acknowledgment, and serves as the critical link between Development and Finance.

Beyond data entry, this role is responsible for maximizing the organization's use of Raiser’s Edge tools. The Manager will build dashboards to help fundraisers track their goals, ensure clean and accurate data for audits, and provide the analytics necessary to measure the success of appeals and campaigns.

 

ESSENTIAL FUNCTIONS

GIFT PROCESSING & ACKNOWLEDGMENT

• Handle all data entry for donations, pledges, and grants, ensuring accurate coding of funds, campaigns, and appeals.
• Process and monitor online donations and monthly recurring gift schedules to ensure payments are processed successfully.
• Generate and mail timely donor acknowledgment letters and issue quarterly and annual tax receipts in compliance with IRS standards.
• Work closely with the Finance team to reconcile revenue weekly and monthly, ensuring Development records match the General Ledger.
• Pull charitable gift information and supporting documentation as needed for the annual audit.

DATABASE MANAGEMENT & INTEGRITY

• Regularly clean data by merging duplicate records, updating contact information (NCOA verification), and removing or archiving obsolete donor records.
• Continuously assess the database to ensure the organization is utilizing every available tool and feature in Raiser’s Edge to improve efficiency.
• Develop and enforce Standard Operating Procedures (SOPs) for data entry to ensure consistency across the department.

REPORTING & ANALYTICS

• Set up and maintain customized dashboards for each fundraiser, allowing them to independently manage their portfolios and track real-time progress toward goals.
• Build queries and reports to track the efficacy of appeals, measuring response rates, retention, and average gift size to inform future strategy.
• Provide weekly and monthly gift reports to the CDMO and Development team to monitor fundraising performance and assist with personal acknowledgments.
• Assist in pulling targeted donor lists for direct mail appeals, email blasts, and newsletters based on giving history and engagement.

TRAINING & SUPPORT

• Train Development team on Raiser’s Edge / NXT basics, assisting them with retrieving their own data and navigating the system.
• Assist in setting up automated donor communications and email workflows.

COMPETENCIES

• Ability to maintain Raiser’s Edge and other donor databases with a high degree of accuracy, including cleaning data, removing obsolete records, and ensuring data integrity
• Proficiency in entering donations, pledges, and grants, processing monthly gifts, and reconciling revenue weekly, monthly, and annually with Finance to ensure audit readiness.
• Skilled in developing queries, reports, and dashboards to track campaign effectiveness, donor retention, and fundraising progress toward goals.
• Advanced knowledge of Raiser’s Edge (and potentially Blackbaud CRM), including the ability to utilize all available tools within the system for maximum efficiency.
• Ability to manage donor acknowledgments, tax receipts, and automated communications, ensuring timely and accurate donor correspondence.
• Strong interpersonal skills to work effectively with Development, Marketing, and Finance teams, as well as providing support and training to internal staff.
• Aptitude for troubleshooting database issues, developing user guides, and creating standard operating procedures (SOPs) for data entry.

SUPERVISORY RESPONSIBILITIES

• None

WORK ENVIRONMENT & WORKING CONDITIONS

• This position is remote-based. 
• Employees must reside within the Greater Kansas City Metropolitan area and attend regular in-person meetings.? 
• Work is performed in a normal interior environment with some exposure to outdoor weather conditions, dirt and dust, and extreme heat or cold.? 
• Monday thru Friday; hours are flexible including weekdays, evenings, and weekends. 

PHYSICAL DEMANDS

• The person in this position will be required to work in standing and sitting positions with occasional reaching overhead, frequent handling of paperwork, and electronic equipment.
• The person in this position may occasionally lift to 10 lbs. or exert up to 10 lbs. of force.
• The continuous use of visual clarity at close and distant ranges is required to perform job duties.

TRAVEL REQUIRED

• The person in this position will be required to travel on a scheduled and non-scheduled basis throughout the Council area.
• This person must have access to reliable transportation and auto liability insurance at the minimum level in their state of residence. 

REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s degree from an accredited college or university.
• Minimum of 3 years of professional experience in database management.
• Proven proficiency in Raiser’s Edge and donor management systems.
• Strong skills in data management, reporting, analytics, and segmentation, with experience using Excel and database queries.
• Understanding of fundamental fundraising principles and donor stewardship practices.

PREFERRED EDUCATION AND EXPERIENCE

• Bachelor’s degree in Information Systems, Business, Non-Profit Management, or a related field.
• Familiarity with Blackbaud CRM, Looker, Salesforce, and Wealth Screening tools.
• Experience with grant gift tracking and financial reporting.
• Ability to analyze fundraising trends and provide strategic recommendations to leadership.
• Experience managing online fundraising platforms (Greater Giving) and integrating them with the donor database.

ADDITIONAL ELIGIBILITY REQUIREMENTS

• Valid Driver’s License with an acceptable driving record

WORK AUTHORIZATION/SECURITY CLEARANCE REQUIREMENTS

• Must be authorized to work in the United States.
• Able to pass a child abuse background check in Kansas and Missouri.? 

OTHER DUTIES 

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice. 

Employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. The Employer retains the right to change or assign other duties to this position.