Membership and Donor Database Manager
Maine Island Trail Association, Portland, ME, United States
The Membership and Donor Database Manager (MDDM) maintains, and ensures the integrity of MITA’s CRM system (Salesforce) and supports MITA’s fundraising and advancement efforts through database management and customer service. The MDDM serves as a first point of contact for MITA members, donors and the general public and responds to inquiries related to membership status, events, trip planning, and general questions. The MDDM is an essential member of the MITA staff and advancement team and plays a key role in the coordination of MITA’s membership program.
Reporting to the Director of Advancement, the key responsibilities of the MDDM include:
Data management and integrity
Enters memberships, donations, pledges, and constituent information accurately; performs regular data audits to ensure accuracy.
Records documentation of gifts.
Pulls lists, creates and runs reports, and suggests and implements operational improvements.
Performs quarterly NCOA (National Change of Address) updates.
Gift processing and acknowledgement
Generates tax receipts and personalized acknowledgment letters, ensuring that members and donors are acknowledged within three business days of gift receipt.
Coordinates all tasks related to member fulfillment, such as confirmation emails, Maine Island Trail Guide mailings, incentive items, management of the member portal and autorenewal, and access to the MITA App.
Reporting and analytics
Creates reports and dashboards on donor trends, campaign performance, and revenue. Tracks, reports, and analyzes member retention and renewal rates to identify trends and opportunities for improved engagement.
System maintenance
Acts as the CRM administrator, managing user access, system updates, and third-party integrations.
Serves as MITA’s “resident expert” on Salesforce and all data contained within the database.
Member and donor stewardship
Supports the team by creating mailing lists and segmenting data for direct mail campaigns and email campaigns and blasts.
Develops and maintains reports for direct appeals, emails, campaigns, publications, events, donor rolls, grant opportunities.
Customer service and office support
Serves as first point of contact for MITA members, donors, and the public, answering inquiries via telephone, email, and in person.
Manages the general functions of the office, including handling mail, tracking office supplies, assisting with billing and Accounts Payable, and fulfilling MITA Gear Shop orders.
Qualifications
A minimum of two years of related experience in a database administrative position including nonprofit and fundraising.
Demonstrated proficiency in Salesforce database administration.
Proficiency with Microsoft Office applications, particularly Excel, Word, and mail merge functions. Experience with Google Workspace, Mailchimp, and Form Assembly is a plus.
Ability to assess problem situations regarding the database and record keeping, and to identify causes and gather/process information for resolution.
Demonstrated ability to work with a high level of accuracy and manage confidential and sensitive information.
Excellent organizational, communication, interpersonal, and time management skills focused on providing excellent customer service to members, donors, and constituents.
Ability and desire to work collaboratively in a team setting to achieve goals.
Bachelor’s degree preferred, or equivalent.
Compensation and benefits
This is a full-time, salaried position and is Federal Fair Labor Standards Act Exempt.
Annual starting salary range: $55,000 to $62,000, commensurate with experience.
Benefits include health insurance, vacation and sick time, paid holidays, and a retirement plan.
Work schedule includes Monday–Friday during normal business hours with flexibility to work from home two days each week. Availability on evenings and weekends for special events is required.
MITA is an Equal Opportunity Employer committed to enhancing the diversity of its staff and members. MITA reserves the right to perform background checks as a condition of employment.
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Reporting to the Director of Advancement, the key responsibilities of the MDDM include:
Data management and integrity
Enters memberships, donations, pledges, and constituent information accurately; performs regular data audits to ensure accuracy.
Records documentation of gifts.
Pulls lists, creates and runs reports, and suggests and implements operational improvements.
Performs quarterly NCOA (National Change of Address) updates.
Gift processing and acknowledgement
Generates tax receipts and personalized acknowledgment letters, ensuring that members and donors are acknowledged within three business days of gift receipt.
Coordinates all tasks related to member fulfillment, such as confirmation emails, Maine Island Trail Guide mailings, incentive items, management of the member portal and autorenewal, and access to the MITA App.
Reporting and analytics
Creates reports and dashboards on donor trends, campaign performance, and revenue. Tracks, reports, and analyzes member retention and renewal rates to identify trends and opportunities for improved engagement.
System maintenance
Acts as the CRM administrator, managing user access, system updates, and third-party integrations.
Serves as MITA’s “resident expert” on Salesforce and all data contained within the database.
Member and donor stewardship
Supports the team by creating mailing lists and segmenting data for direct mail campaigns and email campaigns and blasts.
Develops and maintains reports for direct appeals, emails, campaigns, publications, events, donor rolls, grant opportunities.
Customer service and office support
Serves as first point of contact for MITA members, donors, and the public, answering inquiries via telephone, email, and in person.
Manages the general functions of the office, including handling mail, tracking office supplies, assisting with billing and Accounts Payable, and fulfilling MITA Gear Shop orders.
Qualifications
A minimum of two years of related experience in a database administrative position including nonprofit and fundraising.
Demonstrated proficiency in Salesforce database administration.
Proficiency with Microsoft Office applications, particularly Excel, Word, and mail merge functions. Experience with Google Workspace, Mailchimp, and Form Assembly is a plus.
Ability to assess problem situations regarding the database and record keeping, and to identify causes and gather/process information for resolution.
Demonstrated ability to work with a high level of accuracy and manage confidential and sensitive information.
Excellent organizational, communication, interpersonal, and time management skills focused on providing excellent customer service to members, donors, and constituents.
Ability and desire to work collaboratively in a team setting to achieve goals.
Bachelor’s degree preferred, or equivalent.
Compensation and benefits
This is a full-time, salaried position and is Federal Fair Labor Standards Act Exempt.
Annual starting salary range: $55,000 to $62,000, commensurate with experience.
Benefits include health insurance, vacation and sick time, paid holidays, and a retirement plan.
Work schedule includes Monday–Friday during normal business hours with flexibility to work from home two days each week. Availability on evenings and weekends for special events is required.
MITA is an Equal Opportunity Employer committed to enhancing the diversity of its staff and members. MITA reserves the right to perform background checks as a condition of employment.
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