Database Coordinator

The Ecology School has made the study of ecology accessible and enjoyable for 200,000+ children and adults since 1998. What began as a small overnight program for students on the coast of Maine has expanded to reach groups, families and individuals of all ages. The June 2021 opening of our groundbreaking River Bend Farm campus has enabled year-round immersive programs where people of all ages can live, laugh, and study in a place designed to bring people and nature together. We provide “live what you learn” opportunities for guests through hands-on exploration of Maine’s ecosystems, sustainable living practices, direct connection to food systems and farming along with modeling conservation-in-action. Today, this respected Maine institution offers both a sustainable built environment and a protected natural setting for inspired learning for all ages. Learn more about our programs and initiatives at TheEcologySchool.org.

The Ecology School has an annual operating budget of $2M+ and our income stream is generated by both program and rental fees as well as fundraising and grant activities. The organization currently has twelve year-round administrative staff and during high season (March-November), 20+ additional seasonal employees are hired including a teaching staff, an on-site School Programs Health Coordinator and support personnel including farmer staff, kitchen staff, housekeeping, grounds and maintenance. 

Position Description

The Database Coordinator is responsible for all database maintenance (Blackbaud Raiser's Edge and CRM software), analysis, reporting, cleaning, and responding to all requests for information as well as the general functioning of the organization’s data management. In this role the Database Coordinator will report directly to both the Development Manager and Business Development Manager and provide general support to the Advancement Team. The Database Coordinator duties will include:

• Oversee all functions of Raiser’s Edge database management including data and gift entry, volunteer management, clean up and reporting. 
• Manage Back End Security and Permissions. 
• Execute Fundraising Income Entry (Grants, Donations, etc.) and reporting:
  • Process contributions received through all giving mechanisms and disseminate information to Development and Finance staff.
  • Oversee all major gifts efforts by developing, maintaining, and updating information on new and existing donor prospects as well as producing donor and prospect profiles. 
  • Creation and Approval of new Solicitation and Constituent Codes 
  • Weekly Gift Reports to President & CEO and the Development Manager 
  • Monthly Reconciliation of Fundraising Income
• Track donor performance and explore new strategies to maximize revenue.
• Conduct Data Auditing and Carry Out Data Integrity Management 
  • Routinely examine and clean current data records to ensure data accuracy to eliminate duplicate records, inconsistent data, to maintain overall database integrity and the accuracy of data imported and committed in the database. 
• Manage Program participant data entry and reporting: 
  • Importing all new program participants, sales and marketing leads into CRM
  • Formatting of Excel spreadsheets
  • Reporting imports to Advancement Team members 
• Facilitate Staff Training:            
  • Train other staff on data integrity and data entry practices
• Create Lists and Queries for Annual Fund Mailings & Annual Reports
• Maintain a current understanding of all database systems utilized at The Ecology School as it relates to gifts, finance, web, and communications.
• Conduct Blackbaud Merchant Services Reporting

Skills & Attributes

• Experience in Blackbaud Raiser’s Edge and/or comparable donor relationship management software, preferably as an administrator in a non-profit fundraising environment. 
• Substantial experience in Finance, Information Systems, and/or Communications.
• Nonprofit fundraising experience including annual campaigns & management experience.
• Proficiency with Microsoft Office products including Excel required and a demonstrated ability to perform mail-merge functions. 
• Ability to manage confidential information, multiple priorities and competing deadlines plus maintain an attention to detail. 
• Proven experience utilizing analytical and strong problem-solving skills. 
• Strong ability and commitment to accuracy and database integrity. 
• Excellent communication and organizational skills. 
• Ability to manage multiple projects and exercise independent action. 
• Demonstrated ability to work successfully and collaborate in a team environment. 
• Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies, and guiding investment in people and systems.
• Technologically savvy, with an ability to point to examples of having worked with IT professionals to develop and implement new processes and systems that increased efficiency.
• Flexible and a self-starter with the ability to multitask while also being highly detail oriented.

Please submit a cover letter along with a current resume and three references to Drew Dumsch, President & CEO, Drew@TheEcologySchool.org. Applications will receive full consideration if received by November 22nd; however, applications will be accepted until the position is filled. Early to mid-December 2024 is the anticipated start date for this position. Candidates with questions about the position or search process may contact Drew Dumsch, President & CEO, via email only: Drew@TheEcologySchool.org. 

The Ecology School provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type with regards to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.