The Database Administrator is an integral member of the development team at the Epilepsy Foundation and responsible for the daily execution of processes and tasks related to donor services, such as gift processing/acknowledgement, tracking, and reporting, as well as the execution of routine queries and reports that track the progress for the development team against its goals.

The Database Administrator is responsible for maintaining the integrity of the donor database system and related applications for the Foundation. While maintaining database security, they will ensure the day-to-day operations of the system are intact for supporting all fundraising programs (including individual donors, foundations, and corporate partnerships) and affiliate relationships for proper stewardship and donor cultivation. The Database Administrator will also prepare accurate and highly detailed reports for the development department, other organizational departments, and key external constituents, including affiliate members. They will also thoroughly train users on database operations and develop user documentation and training materials.

The Database Administrator will have the responsibility of troubleshooting database problems and implementing database policies and procedures. They will manage all system interfaces, both internal and external, and act as the vendor liaison for database consultants.

Essential Duties and Responsibilities


  • Serves as the in-house knowledge expert of the donor database
  • Responsible for processing all returned mail and other constituent updates and corrections
  • Monitors and facilitates user access permissions and privileges
  • Updates look-up tables and codes whenever necessary
  • Enforces data entry guidelines for internal users and external vendors
  • Ensures data integrity is implemented and sets up systems to eliminate data redundancy
  • Performs data imports and exports for and from a variety of sources, including, but not limited to, direct mail donations, affiliate/chapter data, and donor offload
  • Verifies data updates, corrects rejected records, and manages batch balancing and error processing
  • Responsible for reviewing and managing all demographic changes
  • Participates in discussions related to event and campaign planning to ensure that the database is being used to its fullest capacity
  • Responsible for maintaining data integrity within the database system
  • Responsible for the timely entry of all in-house data including, but not limited to, gifts, Affiliate/Chapter data, Board of Directors, Professional Advisory Board, ensuring records and files are accurate and consistent with donor intent
  • Reconcile automatic data integration between peer-to-peer system and the main database, checking for rejected records or other issues

Reports and Acknowledgements

  • Generates all reports and lists necessary for donor mailings and donor stewardship
  • Develops and provides regular analytical reports to measure progress of stewardship
  • Responsible for producing donor financial reports, department reports, and organization reports
  • In charge for running all pledge reminder reports for review and distribution at least 30 days in advance
  • Generates all end-of-year tax receipts
  • Develops documentation and training materials for staff as well as provides user training and ongoing user support
  • Process all acknowledgements for donations received in-house
  • Process acknowledgements for donations received from integrated/imported data from other systems

Direct Mail and In-House Mailings Backup

  • Provide offload files for direct mail as well as mailing and email lists as requested
  • Provide acknowledgement letter file to vendor for processing
  • Coordinates and reviews the donor acknowledgment process with the vendor to ensure acknowledgements are accurate and mailed in a timely fashion
  • Assists the team in all other aspects of direct-mail data requests

Donor Relations

  • Co-manages the donor service call line with Direct Response Manager
  • Extends exceptional customer service to each caller
  • Responds appropriately and quickly to all donor concerns
  • Confirms matching gift notifications

Other Responsibilities

  • With Accounting, open mail, code donations for proper allocation, and retrieve any online reports associated with donations

Supervisory Responsibility

The Database Administrator has no supervisory responsibility.

Education and Experience

  • Bachelor’s degree in related field or at least 3 years of experience preferred in database management
  • Computer proficiency in Microsoft Office programs
  • A proven ability to work within a team structure with exceptional interpersonal skills
  • Ability to learn, interpret, and apply knowledge independently while meeting deadlines
  • Strong written and verbal communication skills
  • Must be self-directed and able to learn quickly
  • Experience in fundraising/development preferred
  • Possess excellent analytical and organizational skills
  • Attention to detail a must
  • Able to demonstrate flexibility and capable of working as a team member is a must
  • Ability to prioritize tasks, work well under pressure, adhere to deadlines, and anticipate upcoming needs
  • Confidentiality and commitment to professional ethics is essential
  • Knowledge, experience, or certification with Salesforce, and Microsoft Access is a plus

How to Apply

Interested candidates should submit a cover letter and resume in Word format to Please include salary requirement.