Database Manager
Bath, ME Marketing and Development
Job Type

Summary of Position:

Under the direction of the Chief Development Officer, the Database Manager is responsible for managing and optimizing organizational development processes to increase fundraising revenue. This position is responsible for the oversight, management, and integrity of the Customer Relations Management (CRM) database (eTapestry), including donor persona and demographic information and gift records. This position is also responsible for training and supporting staff, leading special database projects, and generating reports, queries, and mailing lists. Included in this focus area, the Database Manager will also be responsible for acknowledgements, prospecting, research, and pipeline development and management. Additionally, the Database Manager serves as the primary liaison with the Finance Department and interfaces regularly with donors.

Essential Responsibilities: (other duties as assigned)

Data Administration:

  • Manages all aspects of the administration of eTapestry.
  • Recommends changes to, documents, maintains, and distributes a departmental user manual for the use of eTapestry.
  • Ensures accurate and complete new donor accounts.
  • Develops and implements continuous quality assurance process to ensure accurate and complete existing donor accounts.
  • Manages and ensures accurate coding and segmenting of donor accounts based on donor and internal requests.
  • Troubleshoots and resolves all software issues, communicating with Blackbaud to develop solutions when necessary. Serves as primary liaison between Pine Tree Society and Blackbaud.
  • Analyzes departmental and individual training needs. Establishes minimum training requirements and develops benchmarks to ensure that individuals meet requirements. Develops and implements one-on-one training as needed.
  • Manages database-related aspects of special events including backend development of event registration and peer-to-peer fundraising pages.
  • Prepares various financial, reconciliation, comparative, statistical and analytical reports as needed.

Gift Processing and Acknowledgement:

  • Implements gift entry protocols and procedures and recommends modifications to protocols and procedures as necessary to maximize accuracy and efficiencies.
  • Ensure accurate classification of gifts with complete documentation.
  • Serves as primary contact for donors and/or brokerage firms on stock transfers.
  • Processes and prepares acknowledgements on a timely basis.
  • Processes and prepares acknowledgements for recurring gifts as desired by donor.
  • Processes and prepares memorial and honorarium notifications on a timely basis.
  • Manages matching gift process, including notifying donors of possible matching gifts, processing matching gift forms and payments, and acknowledging both matching gift companies and donors of fulfillment.
  • Manages pledge reminder process for gift commitments.

Solicitations, Mailings:

  • Serves as liaison to direct mailhouse and associated vendors.
  • Proactively manages the direct mail calendar including ordering materials and supplies, setting work orders, and ensuring deadlines are met.
  • Keeps accurate inventory of materials records.
  • Develops mailing lists for all direct mail appeals.
  • Manages mail testing strategies to acquire data necessary to maximize revenue.
  • Manages all email solicitations as outlined in annual plan.
  • Manages and oversees the fulfillment of holiday card orders, serving as the liaison to the internal fulfillment team. Pulls and provides fulfillments reports.

Customer service:

  • Serves as first line for donors and prospect inquires by phone, email, and mail. Triages requests and passes on to the appropriate team member when necessary.
  • Ensures donors and prospects experience the highest level of customer service in all interactions.


  • Develops and implements a moves management system within ETapestry to track the stages of donor engagement (identification, qualification, cultivation, solicitation, and stewardship).
  • Mines, identifies, and analyzes donors and prospects for fundraising and outreach initiatives. Develops and manages a prospect pipeline system.
  • Researches donors and prospects as requested.

Additional Responsibilities:

  • Recognizes the primary importance of the organization’s stated mission. This position will require flexibility and continuous development of job performance to achieve its intended purpose.
  • Adhere to Pine Tree Society’s communication platform and media policies to ensure consistent brand messaging and image to internal and external stakeholders.
  • Respects confidentiality and abides by the Society’s HIPAA policy when discussing client, staff, volunteer, and organizational matters including fiscal and related information.
  • Adheres to a safety/risk management program that includes assessment, evaluation, establishment of procedures, incident review, workplace engineering, infection control protocols, training and such other measures that ensure a safe and healthy workplace environment.

Qualifications; knowledge, skills, and abilities:

  • Demonstrated knowledge of fundraising.
  • Demonstrated knowledge of banking and gift acceptance procedures.
  • Knowledge of training and development techniques.
  • Ability to accurately process large volumes of detailed gift processing data in a relational database and generate complex queries and reports.
  • Ability to manage highly detailed work processes.
  • Ability to provide exceptional customer service and maintain a high level of confidentiality.
  • Experience with development database systems, preferably Blackbaud products.
  • Ability to handle multiple projects accurately.
  • Attention to detail and accuracy.
  • Excellent computer skills including Microsoft Office products.
  • Ability to develop and maintain positive relationships and communicate effectively and compassionately with donors, staff, vendors, and other stakeholders.
  • Possession of a valid driver’s license with a clear driving record, a reliable vehicle with at least the state minimum automobile insurance coverage and the ability and willingness to travel to off-site locations.
  • Must pass all required background checks including, but not limited to: motor vehicle, criminal, Adult Protective Services, Child Protective Services, US DHHS Fraud Prevention and Protection (OIG) and MaineCare background checks.


  • Bachelor’s degree in sales, marketing, communications, business or a related field, or equivalent combination of education and training.
  • Experience with direct mail and database management in a nonprofit organization is desirable.
  • Experience in fundraising and development.
Salary Description