CAREER OPPORTUNITIES
Thank you for your interest in working for the Hemophilia Foundation of Michigan.
Job Title: Office/Database Manager
Department: Finance/Operations
Supervisor: Director of Finance & Operations
Supervises: None
Full Time / Part Time: Full Time (40 hrs./week)
Exempt / Non-Exempt: Non-Exempt
Interested candidates should submit their resume along with a cover letter to Sharon Ceci, sceci@hfmich.org.
Position Summary: This is a combination of office/database manager position that works with everyone at the foundation. This position is responsible for accuracy of HFM’s donor database and timely gift entry to ensure efficient gift acknowledgements, reporting and record keeping in relation to HFM programs/events as well as working with the finance team regarding foundation revenue. Educate and support team members on use of data base. Additionally, this position is responsible for overseeing the smooth running of the office and overseeing the maintenance of the buildings & grounds. As well as assisting with preparation for programs and events.
Essential Duties and Job Responsibilities
Donor Database
- Maintain donor databases, recording both financial and in-kind donations, sponsorships, contributions and payments, ensuring consistency & accuracy.
Accurately and promptly acknowledge gifts (financial and in-kind) by preparing thank you letters that appropriately and personally recognize the donor and the donor’s intent.
Utilize capabilities of Raisers Edge to create donor profiles to capture and communicate complete giving history, event involvement and relationship with HFM, map & export information to MyEmma or other email tools.
Provide information and reports on donors and financials as requested, including updating sponsorship payments to the Resource Development department.
Produce mailing lists & reports from the Raisers Edge database upon staff request.
Routine auditing of database information for accuracy.
Educate HFM staff regarding the use of the donor database to aid in building relationships.
Maintain confidentiality of information reviewed, processed, or filed.
Continually learn and develop best practices and initiate new donor database processes to best serve the evolving needs of HFM.
Operations
Ensure the smooth running of the office – order supplies, etc, and ensure a welcoming environment.
Maintain the buildings and grounds of the property
Maintain contracts and relationships as staff liaison with outside vendors, i.e., trash, shredding, phones, etc.
Answer incoming telephone calls. Provide foundation information to callers and direct calls to staff.
Have knowledge of all the office equipment, i.e., copier, postage machine, etc.
Manage the general contact email: reply to inquiries and direct emails to the appropriate staff.
Assist with the preparation for programs and events, including some evenings & weekends.
Assist with programs and events to check in participants.
Open, date, and distribute all HFM mail daily.
Timely processing of checks & cash: Make copies, fill out deposit slips, and take them to bank or scan to bank.
Enter all gifts in the appropriate database, review bank reports, and process credit card entries.
Work with the Finance Team on closing month-end, special projects, and annual audits
Order office/kitchen supplies and keep the supply room organized.
Support the Delta Dental program:
Send applications to potential enrollees. Review diagnosis, residency, and insurance information to determine eligibility.
Track enrollee information on a spreadsheet and enter it into the Delta Dental Benefit Manager and Raiser’s Edge.
Send an information packet to the enrollee.
Check monthly to ensure that enrollee numbers and information is correct in Delta Dental Benefit Manager compared to billings.
Once a year, oversee the Delta Dental renewals: Work with Delta Dental to determine program usage by participants, review eligibility, and send re-enrollment forms. After determination, send letters for renewals and update information in the database.
Order medical ID tags. Create or update consumer records in the database.
Other tasks as assigned
Qualifications/Requirements
Experience with databases within the non-profit industry.
Excellent written and oral communication skills.
Excellent interpersonal relationship skills.
Ability to organize and prioritize workload.
Detail and results-oriented, work well with deadlines.
Excellent, accurate data entry skills.
Teamwork oriented with the ability to pivot and help out as needed.
Driver’s license is required.
Education/Training/Experience
At least three years of experience in donor database software, preferably Blackbaud’s Raiser’s Edge
Proficiency in MS Word and MS Excel.
Bachelor’s or Associate degree is required, preferably in business administration, data management, or a related field.
Work experience will be considered in addition to educational requirements.
Physical Requirements
Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual attendance consistent with the ADA and other federal, state and local standards.
