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Position:Development Database Administrator

Location: Charlottesville, VA

Job Id:427

# of Openings:1

About the Thomas Jefferson Foundation

The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

Development Database Administrator (Full-time) Purpose:

The Development Database Administrator is responsible for the integrity, structure, and effective use of the Development department's donor database. This position serves as the department's primary database authority, ensuring that donor and gift data are accurate, consistently maintained, and actionable in support of the Foundation's fundraising program. The Administrator also serves a critical internal controls function, providing independent batch review and verification of gift processing activity and serving as the department's primary liaison with Accounting on matters of gift data and financial reconciliation. As the department builds toward a major campaign, this role will supervise a Development Coordinator and increasingly support data analysis and prospect research functions that inform portfolio management and donor strategy.

Compensation

$60,100 - $67,600

We will look to you to:

• Serve as the department's primary database authority, ensuring that donor and gift data are accurate, consistently maintained, and actionable in support of the Foundation's fundraising program.
• Serve as the primary administrator and custodian of the Raiser's Edge/NXT database within the Development department, including ownership of the coding structure, constituent records, and overall database architecture.
• Establish, document, and maintain policies and procedures governing database use across the department to ensure consistency, accuracy, and appropriate access controls.
• Conduct ongoing data hygiene work, including deduplication, record updates, and systematic audits of donor and gift information.
• Coordinate database integration with other institutional systems, including the accounting platform and other relevant systems, working closely with counterparts in IT and Finance.
• Serve as the department's primary liaison with Blackbaud and with IT on database-related matters.
• Supervise gift processing, providing critical review and internal controls.
• Serve as the primary independent reviewer in the department's gift processing cycle, conducting batch review and verification of gift entries prior to committal. As a matter of standard practice, this position does not serve as the reviewer of batches personally entered; review responsibility in those instances rotates to the Development Coordinator or another designated staff member.
• Assist with gift entry as a secondary and backup function when processing volume or staffing requires it, with the understanding that any batches entered by this position are subject to review by another staff member before committal.
• Conduct regular audits of gift records to ensure that data entered into the database is accurate, complete, and consistent with supporting documentation.
• Perform monthly reconciliation with the Accounting department, serving as the primary development liaison on gift data, fund coding, and financial reporting.
• Identify and resolve discrepancies between database records and accounting reports, escalating to the CDO as appropriate.
• Maintain documentation standards for gift records, including attachment of supporting paperwork for gifts at or above established thresholds, in accordance with departmental policy and audit requirements.
• Support the department's compliance with IRS substantiation requirements and gift acceptance policies by ensuring that acknowledgement documentation is accurate and issued within required timeframes.
• Provide basic prospect research in support of donor briefings, cultivation activities, and solicitation preparation, drawing on Raiser's Edge data, wealth screening tools, and web-based research resources.
• Store and organize research results in a consistent manner that can be retrieved and updated by others across the department.
• Support the CDO and senior development staff in preparing materials for donor meetings, president's calls, and events as requested.
• Provide reports from the database and analyze data to inform development strategy as the Foundation builds its development operation and prepares for a major campaign.
  • Create and run queries to produce accurate, timely information in support of meetings, events, mailings, solicitations, and other fundraising activities.
  • Generate standing reports on a regular cycle, including gift reports, pledge reminders, and portfolio activity summaries.
  • Produce ad hoc reports and lists as requested by the CDO and development staff.
  • Over time, develop capacity to conduct data analysis in support of portfolio management, including identification of prospective donors through database screening, giving history analysis, and wealth data interpretation.
  • Participate in department meetings and contribute to departmental planning as requested.

Knowledge, Skills and Abilities:

• Bachelor's degree required.
• Minimum of three years of experience in a nonprofit database environment; five or more years preferred.
• Direct experience with Blackbaud products strongly preferred.
• Experience working in a multi-database environment, including integration with financial or student information systems, a plus.
• Demonstrated experience with Blackbaud Raiser's Edge and RE NXT required; willingness to pursue ongoing Blackbaud training and certification expected.
• Strong attention to detail, particularly with numerical data, constituent records, and gift information.
• Working understanding of internal controls principles as they apply to gift processing and nonprofit financial management.
• Ability to manage multiple concurrent tasks with accuracy and appropriate prioritization.
• Solid written and verbal communication skills; ability to interact professionally with donors and colleagues across departments.
• Understanding of gift processing, fund accounting concepts, and IRS substantiation requirements.
• Familiarity with prospect research tools and wealth screening platforms preferred; willingness to develop these skills required.
• Ability to exercise good judgment, demonstrate an understanding of and commitment to the ethical principles associated with working in development, and to use discretion in interactions with members of the Monticello community.
• Willingness to learn specific information about Thomas Jefferson and Monticello and commitment to Monticello’s dual mission of preservation and education.

Physical Demands and Work Considerations:

Must have a valid Driver's License with personal vehicle and ability and willingness to travel as needed, including occasional evening and weekend work.

Monticello is located on a mountaintop; walking on steep inclines, and uneven, rocky ground is required.

We provide the following benefits for our full-time employees:

• Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
• Fitness club membership discount.
• Discount in the Monticello Café, gift shop, and Monticello online catalog.
• Employee Assistance Program (EAP) – free for employee and dependents.
• $500 employee referral bonus.