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 501(c)(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 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/Team Raiser, 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 directed by Director of Philanthropy and P&CEO.
• Oversee ADA in deposits, monthly reconciliation, Quick Books 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 budgeting and financial decision-making.

Communications

• Work with Director of Philanthropy, Care Services…