Database & Systems Coordinator
Classification Full-Time, 30-35 hours per week Non-exempt
Schedule TBD Department Development Department
Position Summary: Ganna Walska Lotusland, a beautiful non-profit botanical garden in Montecito, California, seeks qualified candidates for a new Database & Systems Coordinator position. This position provides: 1) skilled and reliable management of Lotusland’s CRM (SalesForce) including daily data entry and maintenance of data standards and quality; 2) approachable and reliable point person for Lotusland’s software and hardware needs, 3). Primary support for reporting, data integrity, and analysis as well as other administrative support. The Database & Systems Coordinator collaborates with the Development, Membership, and Visitor Services, Accounting teams to ensure that CRM transactions are recorded and allocated accurately, and reconciles weekly, monthly and yearly totals. The Database & Systems Coordinator will oversee our information technology resources and provide technical support to staff. This is a mid-level technology position and will be responsible for assisting staff with tech support needs as well as being proactive to shape system use and training and maintain network/systems in coordination with contracted IT vendors as needed. The successful candidate must be highly organized and professional, and be able to quickly master new software applications. This team player is communicative, has strong interpersonal skills, and is able to maintain confidentiality with sensitive information. Strong analytical skills and attention to detail, and a commitment to provide excellent customer service are requirements of the position.
Gift Processing and Acknowledgement include: Daily entry, tracking, coding and processing into SalesForce all contributions including: general donations, memberships, gifts of securities, grants, memorials/tributes, in-kind gifts, special campaign gifts, event tickets, and Lotus Society (gifts to endowment) contributions. Track, issue reminder mailings, and process pledges and pledge payments…
Reporting Work with Development team to produce and analyze reports of donors, members, and visitors to support a broad range of development activities. Conduct monthly data reconciliation between CRM and accounting software in collaboration with Lotusland’s accounting team. Manage quarterly compilation, and editing of Lotusland Newsletter donor listings.
Database Management Manage Lotusland’s SalesForce instance including creating user accounts and training staff on best practices and effective use of SalesForce Create SOP documentation for data management and gift processing Identify customization needs and utilize support teams as needed. Ownership of Non-living collections management articles data entry. Responsible for the day-to-day configuration, support, maintenance, and improvement of the database Plan ahead for additional customizations, upgrades, and long term projects.
Systems Coordination Computer maintenance and security: liaison with external technical support vendors, maintain software licenses, and assist with hardware/software issues. Responsible for managing Office 365 environment, including creating and archiving users as required. Responsible for all technology hardware and software systems as well as assisting to develop web-based communications and programs. Responsible for ordering technology supplies and monitoring inventory to have backup items on hand. Proficient with using a technical support help desk (Spiceworks preferred). Proficient in active directory and managing users with various permission levels. Compile and track Lotusland’s technology budget. Organize and maintains Lotusland’s technology contracts. Implement policies for retention, protection, retrieval, transfer, and disposal of digital records. Contribute to team effort by conducting staff trainings on various technology resources.
Administrative and General Support Cross train to provide coverage of the Reception Desk as needed. Support fundraising, accounting, marketing, and public programs activities with related data and reporting Work with the Visitor Services team to ensure quality data across all SalesForce apps and functions Attend department meetings take notes as needed Maintain professional and warm relations with donors, volunteers, and board members. Support special projects, events, and perform other position-related duties as assigned. Must have a valid driver’s license and reliable transportation as Lotusland is not accessible by public transportation. Occasional driving of an electric cart inside Lotusland is required.
Essential Requirements: The successful candidate must be technologically savvy including experience with databases, be able to quickly master new software applications, be sensitive to confidential information, will possess excellent social skills and the ability to interact with high-level donors, demonstrate excellent phone skills and be a congenial and collaborative team player
Knowledge, Skills, and Abilities: Working as a member of the Development team, the Database & Systems Coordinator must have experience managing database software (ideally fundraising software) and its uses.. Proficiency with SalesForce is desired. Mastery of Microsoft Office applications, including Outlook, Word, Excel and Teams. Ability to manage multiple ongoing projects and meet deadlines in a fast paced and professional environment. Superior organization skills and attention to detail. Organizational and planning skills, able to establish and enforce policies & procedures Understanding of networking technologies including DHCP, VLANs, DNS, and basic switch configuration. Understanding of remote work options (VPN, RDP, etc.). Understanding of Office 365 and management of users. Proficient in prioritizing needs and keeping constant communication as priorities change. Understanding of networked printers and troubleshooting. Able to communicate clearly and effectively both verbally and in writing. Able to communicate clearly in the English language by phone and two-way radio. Ability to maintain confidentiality, discretion and sensitivity to protect personal and financial donor information and anonymity. Exhibits excellent interpersonal skills and the ability to interact in a cooperative manner with member, staff, volunteers, and the general public.
Education & Experience: Associates degree or Bachelor’s Degree preferred. Minimum of three years of administrative experience, preferably in the non-profit industry. Minimum of two years of database administration. Strong software experience with business applications and ability to learn new software as needed.
Work Environment: Lotusland’s administrative offices are situated in a historic two-story estate located on a 37 acre garden property. Must be comfortable in an office environment within the garden setting of Lotusland. Requires working outside at times. Frequent work on the telephone and computer (repetitive movement – typing) Frequent standing, sitting, walking, climbing stairs and bending with occasional lifting of light to moderate loads (25 lbs) The Database & Systems Coordinator must be able to perform each requirement of the position as outlined in the job description. The Work Environment characteristics are representative of those that may be encountered while on the job. Lotusland will make reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position