Database Administrator/IT Manager

Location: Whippany, NJ
Salary: $100 – 125K plus benefits
Full Time: Hybrid, IN OFFICE Monday, Tuesday and Thursday 

Who we are?

Jewish Federation of Greater MetroWest NJ (Federation) is a nonprofit organization that serves the Jewish community in Essex, Morris, Sussex, Union, and parts of Somerset County in NJ. Our mission is to convene and lead our community to ensure the continuity and strength of the Jewish people, to support a secure Jewish and democratic State of Israel, and to care for Jews in need locally and around the world. Federation enables community members to engage in meaningful ways, impact the lives of others, and access valuable resources.

Position Overview

Under general supervision of the CFO, Database Administrator serves as the organizational lead for CRM and data management, ensuring the accuracy, integrity, security, and strategic use of the Blackbaud donor database to support fundraising, donor stewardship, and organizational decision-making. This role oversees daily CRM operations, data entry workflows, reporting and analytics, and system maintenance while guiding data standards, privacy compliance, and year-end processing. The Database Administrator manages system enhancements, integrations, and troubleshooting in collaboration with internal teams and vendors. In partnership with fundraising leadership, the position supports event and donor-care data needs, contributes to strategy development, and ensures effective tracking of philanthropic activity. This position leads staff and ensures operational continuity through strong change-management, documentation, and cross-department collaboration. This position will lead the current CRM conversion from Blackbaud CRM to Blackbaud’s Raisers Edge NXT. Works closely with outside IT vendor. WOrks closely with outside IT vendor.

Essential Functions, Duties & Responsibilities

General CRM and Data Management:

• Ensures that CRM database information is accurately maintained and easily accessible for all staff of Federation through oversight of the daily work of the Data Management team.
• Coordinates the standardization of data entry into CRM and trains appropriate staff on procedures.
• Accountable for the following ongoing functions as related to CRM Database:
  • CRM data entry, including informational updates, entry of pledges, payments, tributes.
  • Continual data updates, integrations and enhancements through 3rd party vendors.
  • Ensures optimal data accuracy, integrity and applied data standards, and privacy of personal information in accordance with applicable laws, regulations, and Federation policies.
  • Produces:
    • Mailing lists for all donor and community-related mailings, e-blasts, and special events.
    • Pledge cards, acknowledgement letters, quarterly donor statements and annual tax substantiation statements.
    • Ongoing reports for staff, various meetings and national requirements.
  • Security Role:
    • Ensures that staff is assigned to appropriate role based on the Principle of Least Privilege.
    • Maintains and periodically reviews all roles, entities, forms, fields, and workflows, user accounts, and the CRM and associated systems
    •  Accountable for terminating all staff access in accordance with HR terminations.
• Provides analytics and reporting expertise, maintaining reports and producing database queries.
• Facilitates all year end activities and processes related to the CRM database and financial operations.
• Supports and maintains CRM database applications, system tuning, performance monitoring and database maintenance.
• Monitors database for functional use and availability of tools to optimize staff performance, i.e., security issues, KPIs, reports and queries, dashboards, etc.
• Monitors, identifies and investigates reported problems with the system and support teams or the software vendor as needed to ensure smooth system operations.
• Manages system conversion and enhancement projects: planning, implementation and coordination of departments.
• Manages each system change with a change management method, communications, and development of a backup plan.

Collaboration and Leadership:

• Works with FRD Team to accurately track, code, and enter information pertaining to all events, FRD efforts and Donor care; proactively engage with each member of the FRD Staff to be informed of all fundraising initiatives.
• Works with Director of Philanthropy on developing strategies to ensure planning and coordination of projects to support overall FRD efforts and/or specific program needs as well as determining, implementing and continuously supporting FRD staff with relationship building processes for prospects and donors. 
• Foresees data implications proactively and coordinates among data stakeholders as system changes are considered.
• Interacts with other Federations in the JFNA/Microsoft Dynamics community and serves as a trainer and Go-Live hand-holder for future onboarding communities as part of pay-it-forward model.

Information Technology (IT):

• Oversees, coordinates and assists when necessary, with daily IT desk support for all Federation staff related to the CRM.
• Work with CFO to plan and financially coordinate major technology purchases.
• Researches, implements & manages Information Systems and Software to ensure organization wide process improvement and automation.
•  Works closely with outside IT vendor.
• Perform other duties and responsibilities as required, assigned, or requested.

Functional and Technical Competencies

• Prior experience managing an organizational CRM database. 3-5 years, preferred.
• Strong analytical skills to identify and resolve problems with database system.
• Ability to work on multiple projects, handle interruptions and shifting priorities, maintain focus on tasks, attention to details, and produce accurate work.
• Ability to maintain a strategic, data-informed and guided approach to CRM management paired with an understanding of tactical, daily organizational needs.
• Ability to relate to staff; including modeling patience and concern with diligence and a strong work ethic.
• Ability to handle confidential information and materials with discretion and integrity.

Education/Training and Certification, Licensure, Registration Requirements

Required:

• Real world applied organizational database or CRM experience is essential.
• Relevant work experience
• Proficient in Microsoft Suite
• Experience with Blackbaud products, PowerBI, or associated MS Power Applications is preferred, including:
• Building and maintaining Power Automate flows
• Creating and managing model-driven apps

Preferred:

• M365 Administration experience is preferred.
• Experience with CRM integrated nonprofit financial accounting systems.
• Knowledge and understanding of development, fundraising, and nonprofit organizations.

Why work with us?   

Jewish Federation of Greater MetroWest NJ serves one of the largest Jewish communities in NJ. Our employees contribute to our mission of strengthening Jewish life and identity and meeting basic human needs. We foster a collaborative, positive, and inclusive workplace culture where employees can work together to achieve common goals and develop careers. Located on a beautiful campus, we are close to several major highways, dining, and shopping options.   

#LI-hybrid