Database Coordinator - Hubspot

We are seeking a Database Coordinator to join our team committed to outstanding donor stewardship. As a Database Coordinator, you will play an important role in maintaining data integrity and updated donor records. Join our team and shine hope in the lives of others!

What you'll do:

• Develop and implement data structures and coding standards, such as HubSpot Workflows and Segments, to ensure records are accurate, consistent, and strategized. Maintain data integrity through proactive roadmaps and corrective updates.
• Routinely reconcile contact data in HubSpot and Virtuous database systems to ensure accuracy of data and maintain current communication preferences and subscriptions for all digital communications.
• Prepare standing and ad hoc email files for digital communications, publications, or events. This includes developing and running queries, segmentation and exports, and reviewing lists for accuracy and completeness before sending them to internal or external sources. Ensure changes found in lists are reflected in the database.
• Using project management methodologies, integrate data and information and serve as a liaison between departments as appropriate to align HubSpot platform functionality with business processes and goals.
• Process and maintain data imports from a variety of sources. This includes but is not limited to review and adjustment of files before importing, setting up new import profiles, running imports, and/or adjustment to records once imported.
• Routinely run data integrity queries to ensure accuracy of data on key data elements and make coding changes as needed.
• Retrieve and process returned mail received by the organization for address updates, donor communication preferences, and other updates as needed.
• Manage "family group" coding tags and updates for Buckner board of trustees, former trustees, employees, former employees, alumni, adoptive/foster parents, and other groups as identified.
• Prepare standing and ad hoc reports for development activities and events as needed.
• Serve as backup support for preparing standing and ad hoc mail files for direct mail, publications, events, or other mailings.
• Develop and deliver progress reports, proposals, requirements documentation, and presentations. Communicate with project stakeholders on an ongoing basis. Proactively manage changes in project scope, identify potential crises, and devise contingency plans.
• Motivate project team members and vendors and influence them to take positive action and accountability for their assigned work.
• Serve as backup and assist with gift imports and gift acknowledgment as needed.
• Serve as backup and assist with entry/import of new email addresses, opt-outs, and changes as needed.
• Complete online training and data management certification through Virtuous Academy and maintain a working knowledge of online tools integrated with donor management software (Virtuous). Maintain identified coding structure to support the use of online tools.
• Work as a productive and cooperating member of the Buckner Impact Advancement Team to attain established goals and objectives of Buckner International.
• Promote positive internal relationships with all Buckner staff.
• Timely and accurately prepare and proofread letters, memos, spreadsheets and other correspondence.
• Timely review and accurately process mail and other correspondence.
• Complete accurate and timely documentation

What you'll bring:

• High School diploma or GED
• Requires a minimum of three (3) years of successful experience working with customer relationship management software or donor management system and in a development/foundation department that included a comprehensive fundraising program. Virtuous CRM experience preferred.
• Requires proficiency with the HubSpot marketing platform and familiarity with integrations between HubSpot and other business tools.
• Requires proficient understanding of project management, process design and procedures development, and continuous improvement.
• Requires proficient ability to define problems, collect data, establish facts, and draw conclusions dealing with abstract variables.
• Requires ability to provide strategic and logistical planning and facilitate meetings and presentations as required.
• Ability to to use up to 50 pounds of force occasionally, and /or up to 20 pounds of force frequently, and /or up to 10 pounds of force continuously to move objects.
• Requires the ability to travel to various geographic locations, both domestic and international, with some overnight stays. Requires the ability to obtain and maintain the necessary documentation to travel internationally.
• Ability to drive assigned vehicle(s) or personal vehicle, with an appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner's insurance policy. Requires the ability to rent vehicles both domestically and internationally using required documentation. Must be age 21 or older to drive on behalf of Buckner.
• Requires ability to maintain confidentiality.
• Proficient working knowledge and ability to accurately and timely operate and perform computer-related tasks with specific equipment and software applications, including Microsoft Word, Excel, PowerPoint, and Outlook, required.
• Requires commitment to demonstrate Christ-like values, per Buckner Mission Statement.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.