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Database Manager

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The Music School of Delaware · Wilmington · DE · Northern Delaware

Job Type
Full Time

$45,000 - $50,000

Administrative, Development

Closing Date
August 11, 2024


Reports to: Director of Development

Position Type: Full-Time; Exempt

Benefits: 100% employer paid health benefits including dental and vision; 401k program; paid time off and office wide holidays; professional development

Schedule: Monday through Friday, 9:00am to 5:00pm, with some flexibility and occasional nights and weekend hours

Location: Wilmington, DE; intermittent travel to site locations


The Music School of Delaware seeks to add a continuous improvement-oriented Database Manager (DM). Serving as a member of the Development team, the DM will work closely with the Director of Development to provide database integrity, project leadership, fundraising performance analyses, and data-driven research to support fundraising, grant applications, and strategic planning.

Primary Accountabilities

Manage and maintain the donor database (CRM), oversee gift entry, data integrity, and donor records management in collaboration with Grants and Stewardship Administrator (GSA)

Produce regular reports and analyses on fundraising performance, donor trends, and campaign results to support decision-making and goal setting

Monitor Key Performance Indicators (KPIs) for Development team to track key values and goals (i.e., donor retention rate, donor lifetime value, online gift percentage, donor lifecycle migration rate, etc.)

Implement and facilitate standard operating procedures for donors, including communication cross-functionally with team members

Research the organization’s donor journey and seek to improve management of donor cycle and experience

Collaborate with GSA for accurate and timely acknowledgment of all donations, including gift processing, thank you letters, and tax receipts

Research prospective donors and perform donor qualification and wealth screening for donor stewardship and cultivation

Identify and create prospective and donor segments for communication and marketing.

Work with GSA to produce regular reports and analyses on grant progress towards goals to support decision-making and goal setting

Track grant progress, including award entry, data integrity, and funder records management

Provide training and support to staff on donor database use and best practices for donor communications

Work collaboratively with the Development Team and the larger staff team, staying informed of best practices and recommending improvements to standard operating procedures and processes

Handle confidential information related to donors and adhere to fundraising ethics as defined by the Association of Fundraising Professionals (AFP)

Provide segmented lists and collaborate cross-functionally for school-wide letters, appeals, and initiatives

Prepare documentation for reconciliations with Senior Accounting Manager

Other administrative support or duties as assigned


Bachelor's degree in nonprofit management, communications, business administration, or related field – or equivalent experience

Minimum 3 years of experience preferred in donor relations, fundraising, or database management, preferably in a nonprofit setting

Proven analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy

Experience with Donor Perfect (or similar database) with proficiency in Excel and Microsoft Office Suite

Commitment to the mission and values of The Music School of Delaware

Knowledge, Skills, Abilities

Regular, predictable in-office attendance

Strong communication skills, both written and oral

Strong interpersonal skills including relationship and trust building, communication, listening, and personal engagement

Professional maturity, diplomatic style

Strong organizational skills with the ability to thrive in a fast-paced environment managing multiple priorities, projects, and deadlines simultaneously

High level of comfort in taking initiative and willingness to navigate new situations.

Flexible self-starter; ability to adapt with evolving environment and thrive in a complex deadline-oriented nonprofit

Can support, promote, and ensure alignment with the organization’s vision and values

Additional Qualifications

Language: Ability to read and comprehend instructions, short correspondence and memos. Ability to write clear correspondence. Ability to effectively present information in one-on-one and small group situations.

Mathematical Skills: Ability to calculate figures and amounts such as proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: To perform this job successfully, an individual should have a knowledge of internet software and the Microsoft Office Suite of products. Knowledge of basic office equipment includes: internet and email, copy and fax machines, postage meter and telephone.

Physical and Emotional Demands: the physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet and is a smoke and drug-free environment.

The Music School of Delaware is a leading advocate for music education for students of all ages who desire the mental, physical, emotional, and skill transformation that music brings to their lives through early childhood, youth, and adult programming. We are a statewide institution with primary branches located in Wilmington and Milford, Delaware. Our mission is to bring Music excellence for all. We are a growing community committed to bringing our best, our solutions, our learner’s mind, our respect, and our team spirit. The Music School of Delaware is an equal opportunity employer.

How to Apply

Submit a brief cover letter (one page, three paragraphs maximum length) and most current resume or CV via email with “Database Manager” in the subject line to Jeana Beno, Director of Development, The Music School of Delaware, No phone calls, please.

June 11, 2024

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