Database Coordinator, Frye Art Museum, Seattle

THE ORGANIZATION: The Frye Art Museum is a living legacy of visionary patronage and civic responsibility, committed to artistic inquiry and a rich visitor experience. A catalyst for our engagement with contemporary art and artists is the Founding Collection of Charles and Emma Frye, access to which shall always be free.

THE POSITION: Database Coordinator

FLSA STATUS: Non-Exempt
REPORTS TO: Deputy Director, Development
DEPARTMENT: Development
SUPERVISES: N/A
STATUS: Part-Time up to 22 hours per week, accrues vacation pay, no medical benefits

The Frye Art Museum is seeking a Database Coordinator to serve as a valuable team member within the Frye’s Development department. This position’s main responsibility is to ensure and maintain the integrity of the organization’s central fundraising and communications database (Altru) and works closely in coordination with other departments to ensure its accuracy and effectiveness. This position will utilize the database (Altru) in effective and efficient ways to expand philanthropic support and visitor awareness to advance our mission. This position also provides assistance with gift processing during high volume fundraising campaigns.

ESSENTIAL FUNCTIONS:

 

Data Management (50%)

  • Ensures integrity and reliability of our donor database through regular reviews of entered data and the data entry process, regular maintenance and updates of the database given changes in donor information and best practices with Altru.
  • Refines the system to receive, produce and deliver donor reports (regularly scheduled and as requested) for Communications, Development, Education and other departments of the organization.
  • Develops written documentation, internal operating procedures and end user instructions. Trains and notifies staff of changes to data entry and operational policies and procedures and provides ongoing technical assistance.
  • Works collaboratively with staff in the planning process and to discuss departmental/program goals; ensures the database provides the required information and is used to its fullest capacity.

Reporting and Gift Management (30%)

  • Provides database quality control; investigates and resolves data and reporting inconsistencies; develops and implements work flow, data entry, collection and reporting procedures.
  • Works in a team to conduct regular review of gift processing and acknowledgement procedures, making recommendations and changes as necessary to ensure accurate and timely receipt, coding in the database for donations.
  • Works with Communications, Volunteers, Ticketing and Events to ensure that the events and exhibition openings data and mailing list processes are properly executed.

Software Management and Training (20%)

  • Serves as liaison with Blackbaud/Altru on data analysis and reporting issues and needs; determines needs and designs reports or other methods to meet needs; provides technical assistance to outside agencies/contractors on automated data systems.
  • Provides representation and engages in the online forums as well as utilizes roadmap trainings and attends all webinars related to new features, improved features, etc.
  • May serve as the contact for software vendor regarding database maintenance, product problems and services; collaborates with management regarding annual service contract negotiations.
  • Performs other related duties as assigned.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Undergraduate degree preferred, plus a minimum of one-year prior experience working with large databases. Or, an equivalent amount of education and experience.
  • Strong reading and comprehension skills required.
  • Excellent verbal and writing skills.
  • Excellent computer skills, including word processing and data entry, and basic level HTML.
  • Previous database experience with Altru or other nonprofit fundraising databases. Experience with Tableau preferred.
  • Comfortable dealing with large amounts of data and information.
  • Exceptional attention to detail.
  • Excellent organizational skills with the ability to prioritize tasks.
  • Ability to work independently and as a member of a team in a fast-paced, deadline-driven environment.

WORKING CONDITIONS:

 

Work areas are inside, in a climate-controlled environment with light background noise. Work is occasionally performed at other indoor and outdoor event sites. Shift times may vary to meet the museum’s requirement to staff the facilities at all hours. Work requires long periods of sustained standing during Museum events.

PHYSICAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS:

 

Sitting/Standing/Walking: Approximately 90% of time is spent seated while working at a desk. Balance of time (approximately 10%) is spent standing or moving around the work area. Ability to stand for extended periods of time when assisting at Museum events.

Speaking/Hearing: Clear diction and acute hearing are necessary for effective communication with donors, members, the public, and co-workers.

Lifting/Carrying/Pushing/Pulling: The ability to lift and carry up to 20 pounds is necessary for moving material and equipment for events.

Vision: Corrected vision close to 20/20 is necessary to effectively use the computer screens.

Stooping/Kneeling: The ability to stoop and kneel is necessary for accessing files.

Reaching/Handling: Good manual dexterity is necessary for computer keyboard use and for retrieving and working with appropriate paperwork, equipment, and supplies.

HOW TO APPLY

Candidates should send cover letter and resume with “Database Coordinator” in the subject line to Renate Raymond, Deputy Director, Development at rraymond@fryemuseum.org. No phone calls please. Priority will be given to applications received before February 24.

The Frye Art Museum will consider reasonable accommodations for those applicants with disabilities who may need reasonable accommodation to perform the essential functions/duties. Please contact the Human Resources Department for additional information.

This Job Summary is a summary of the primary duties and responsibilities of this role at the Frye Art Museum. Employees must maintain a high degree of flexibility in our rapidly changing environment and, as such, may be required to perform additional duties beyond the scope described here from time to time.