Operations & Database Manager

POSITION DESCRIPTION
Position: Operations & Database Manager (ODM)

Reports To: President & CEO

Job Status: Non-exempt

Pay: $24-$27/hour – commensurate with experience

Required: High school diploma or GED equivalent, plus 5-7 years relevant work experience

Benefits: Paid time off including vacation – ten days first three years – plus 16 paid holidays, annual sick and personal days, medical/dental/life insurance for employee (if needed) – employee currently pays 25%, SIMPLE IRA participation after successful 4 month introductory period

Hours: M-F, minimum of 40 hours per week

Location: Physically located in the Columbus Office-not a work from home position

 

OUR ORGANIZATION

ALS United Ohio is a 501c (3), non-profit organization – locally focused – providing free services and support to people diagnosed with amyotrophic lateral sclerosis (ALS). This is done through a network of licensed healthcare professionals providing various levels of care throughout the state. The organization also is involved in state and federal advocacy work and supports ALS research, both locally and across the country. The organization is funded through the WalkALS program, Farm to Table(aux) in Columbus, “DIY”-Do It Yourself/3rd party events, grants, workplace giving, individual donations and state funding.

POSITION SUMMARY
The Operations & Database Manager (ODM) is responsible for ensuring organizational effectiveness through management of operational activities covering the primary areas of administration, finance and donation management.

POSITION DUTIES AND RESPONSIBILITIES:

Administration

• Train, supervise and mentor Administrative & Database Assistant (ADA) seeing to it that efficient and thoughtful processes are in place.
• Work in and oversee the organization’s database programs, platforms, systems and software across departments – Blackbaud RENXT, Luminate/TeamRaiser, website, etc. in collaboration with Director of Philanthropy, Care Services Director and Events Managers.
• Create and implement processes with the ADA for ongoing database hygiene, including duplicate management, RELO integrations, maintenance queries and more. Establish daily, weekly and monthly data hygiene priorities and regular reporting.
• Organize office operations and procedures such as information management, filing systems, and other clerical services. Work with ADA to update and keep Standard Operating Procedure book current and keep all staff informed of changes.
• Coordinate and communicate with vendors and landlord to ensure ongoing services provided by them are as expected. Problem solve any issues that arise.
• Maintain records in accordance with non-profit best practices, including records/files retention policies, HIPAA policies, IRS/legal rules and regulations and organizational financial policies. Assure proper security and storage of confidential hard files.
• Assist P&CEO and ADA in on-boarding for new employees as needed.
• Act in ADA role when that person is out sick or on vacation, covering priority tasks.
• Attend and support events as requested. Some weekend work required, 5-6 times a year.

Finance & Donation Management

• Responsible for CRM gift entry using proper gift coding, with attention to accuracy and timeliness, based on date of donation. Ensure data integrity and lead and train staff members in the same. Run and analyze weekly, monthly and annual queries/reports, using information and results to better organizational operations.
• Process donor and family acknowledgements in an accurate and timely manner.
• Manage and track all restricted gifts as direct by Director of Philanthropy and P&CEO.
• Oversee ADA in deposits, monthly reconciliation, QuickBooks entry and bill paying, assuring expenses are being entered in proper classes and categories and bills are being paid weekly and on time.
• Work directly with bank on credit card management and other banking activities directed by P&CEO.
• Assist P&CEO by pulling financial data from Blackbaud RENXT and other systems, as needed. Create charts and reports for P&CEO, Board of Directors, and Director of Philanthropy for purposes of budgeting and financial decision-making.

Communications

• Work with Director of Philanthropy, Care Services Director and Community Outreach & Engagement Managers (CO&EM) on Communications Calendar to execute portions of organization’s social media plan and website changes, with departments providing publishable content that is already developed. Development and Care Services staff will also be involved with posting social media and making changes to the website.

Additional duties as assigned by the President & CEO.
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Skills, Knowledge & Abilities

• Approachable, resourceful, collaborative with strong analytical, technical and problem-solving skills with excellent attention to detail
• Proven success in CRM usage, computer & database literacy, and proficiency in Microsoft Office products.
• Experience in book-keeping and financial tasks, including track record working in QuickBooks
• Flexible and able to multi-task; can work within an ambitious, fast-moving environment, while also driving toward clarity and solutions
• Excellent written and verbal skills and the ability to translate data into clear and simple messages for a wide range of audiences
• Ability to analyze information and make recommendations to improve work efficiency
• Forward thinking with ability to anticipate needs in advance

Experience & Qualifications

• Minimum high school diploma or GED equivalent, plus 5-7 years of relevant experience required.
• Current driver’s license, and proof of insurance – some local travel required
• While performing the duties of this position, the employee is regularly required to sit, talk and hear. The employee is required to use hands or fingers. The employee is required to stand; walk; reach with hands and arms; occasionally climb on a small step ladder; and stoop or kneel. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
• Excellent communication and interpersonal skills
• Willingness to learn and help train others on new technology systems
• Self-starter who can see a need and fill it; able to wear many hats and multi-task
• Ease in interacting with clients and a deep passion to learn and share the mission of ALS United Ohio

 

ALS United Ohio is an equal opportunity employer and believes that each team member makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities outlined in a job description. Therefore, this job description is designed to outline primary duties, qualifications and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each team member will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

 

QUALIFIED CANDIDATES PLEASE SEND COVER LETTER, RESUME AND PAY REQUIREMENTS TO:
[email protected]