Data and Administrative Associate (PS)

North Santa Barbara County, Mid Santa Barbara County, South Santa Barbara County
Santa Barbara
Full Time
Santa Barbara Foundation

We are seeking a Data and Administrative Associate to join us as par of our Development team, which is part of our larger Philanthropic Services department. This position reports directly to our Director of Development and is based in Santa Barbara County.

Please review our Job Description below, before applying.
All applicants must submit a professional resume, cover letter and completed copy of our employment application, in order to be considered.

Position Summary:

The Data and Administrative Associate is responsible for data maintenance support for the Foundation and administrative support for the Philanthropic Services department (PS). The Philanthropic Services department serves as database of constituents including donors, advisors, corporations, foundations, government partners, and agency endowments. With the support of the Data Administrator, the Data and Administrative Associate will maintain the quality of constituent data and general database health for their department.

Specific Responsibilities:
Database Support & Maintenance

  • Maintain the constituent database for accurate and efficient record keeping and reporting.
  • Maintain the integrity of the Foundation’s digital filing system.
  • Maintain and suggest updates to processes and procedures related to data entry.
  • Produce queries and generate lists from the database for constituent engagement activities. Deduplicate and check for accuracy.
  • Analyze constituent grants/gifts data to support engagement strategies.
  • Update and maintain designation coding in constituent records for outreach, education, relationship management, and segmentation activities.
  • Develop a strong familiarity with individual constituent names, categories, and segmentations.
  • Assist Data Administrator in data cleanup, database audits and health checks.
  • Assist with data entry training.
  • Provide backup support to Philanthropic Services Department’s data entry needs.
  • Regularly check local obituaries to keep deceased records up to date.
  • Process event registrations in the database.

PS General Administrative Support

  • Provide general administrative support to the Philanthropic Services department.
  • Schedule meetings, including logistics and pre-and post-meeting materials or mailings for Vice President of Philanthropic Services and other PS Directors as needed.
  • Coordinate and prepare materials for Philanthropic Services Committee meetings and PS team reports for Board of Trustees meetings.
  • Prepare solicitation and marketing packets for the Senior Leadership, Trustees, and Philanthropic Services staff.
  • Assist PS with prospect research, tracking, bio briefings, correspondence, and presentation materials.
  • Assist with coordinating internal department and some external philanthropic services events such as planning logistics, securing services, and accepting RSVPs, etc.
  • Attend and keep minutes for PS dept meetings.
  • Prepare and submit expense reports and check requests for Vice President of Philanthropic Services.
  • Create and document office procedures as they pertain to the PS dept.
  • Support Operations Dept. by providing other administrative support such as phone coverage and mail.
  • Be an active and engaged staff member, attending staff meetings and events.
  • Keep outlook calendar populated as per SBF’s standard.
  • Other duties as assigned.

Essential Requirements:

  • Highly self-motivated with the ability to work independently, take initiative and participate as an effective team member.
  • Excellent organizational skills and attention to detail: ability to prioritize and work effectively, follow tasks through to completion, and disciplined in managing time to ensure success.
  • Excellent analytical, critical thinking, and communication skills.
  • Excellent written and verbal communication skills. Ability to distill complicated information for a variety of audiences and purposes.
  • Previous experience with constituent management systems, experience with Raiser’s Edge, Granted Edge or similar database preferred.
  • Experience working in the nonprofit sector preferred.
  • Experience working in a diverse and fast-paced environment.
  • Project management skills, including online platforms, such as
  • Ability to work collaboratively and effectively with individuals of diverse backgrounds.
  • Proficiency with MS365 Suite, especially Word and Excel, and SharePoint is preferred; and/or the ability to learn this program quickly and effectively.

 Work Environment:

  • General office environment may be in open office area or shared office space.
  • Dogs (pets) intermittently on the premises, weekly. See our Pet Policy for more information.
  • Significant telephone and computer work (repetitive movement – typing).
  • Telecommuting: working from home providing own modem, router and interne connection.
  • Some driving travel within the county and occasional travel outside of the county (via car or plane).
  • Frequent sitting, standing, walking, climbing stairs, bending and occasional lifting/pushing of light to heavy loads (10lbs. to more than 50 lbs.)

At SBF, we value wellness and offer a very generous benefits package, including: up to 15 days of PTO in the first year of employment, 14 holidays, sick time, 401K with 4% matching in the first year and an additional 6% of profit sharing after one-year anniversary, fully paid medical and ancillary benefits, chair massages and more!

All applicants are required to submit an employment application, a resume and cover letter to This nonexempt position is compensated at $24-$26 per hour, based on a 40 hour work-week.

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