Under the direction of the SVP of Mission Advancement and in collaboration with the CFO, the Systems Manager is responsible for the performance, integrity, and security of the Tampa YMCA’s donor database. The Systems Manager is an essential development department team member utilizing Raiser’s Edge capabilities and accompanying donor data to enhance the fundraising success and donor relationship abilities of the Tampa Y.
ESSENTIAL FUNCTIONS & RESPONSIBLITIES:
Data Quality & Systems Improvement Leadership
- Support strategic efforts to assess, improve, and maintain the quality, accuracy, and consistency of donor data across all platforms, with a focus on long-term data integrity and process optimization.
- Develop and implement data governance best practices, including standardized data entry protocols, regular audits, and proactive issue resolution strategies.
- Serve as the point person for identifying systemic data entry/reporting inefficiencies and recommending technology or process-based solutions to streamline daily operations.
Project Management & Cross Department Collaboration
- Manage department-wide data improvement initiatives, ensuring alignment between Development, Accounting, and Operations teams.
- Proactively coordinate with Center Executives and program teams to capture emerging data needs and deliver scalable data solutions.
- Act as the department’s data subject matter expert and liaison with IT, ensuring the appropriate implementation and integration of tools that support Development efforts.
Operational Support & Request Management
- Develop and manage a ticketing or intake process for ongoing data and reporting requests from operations, ensuring timely, prioritized, and accurate responses.
- Create a framework for recurring operational reports and dashboards to reduce ad hoc requests and improve transparency.
Development Team Operations:
- Manage raiser’s Edge system/donor database, including maintenance, global changes, gift entry, reporting, queries.
- Build the process and practices for large data integrity clean up and data cleanup projects.
- Oversee the development of the policy/procedures manual as well as a training manual to guide and educate various Raiser’s Edge users to improve the flow of information, processing and overall database efficiency.
- Process all donations accurately and in a timely manner. Enter data in Raiser’s Edge and update excel spreadsheets, prepare funds for deposit and transmit them to all other programs to ensure accurate donor records. Collaborate with Accounting department personnel to reconcile accounts and create timely development reports.
- Generate billings, tax letters, capital pledge payments, etc. Ensure they are accurately produced and mailed in a timely and efficient manner.
- Provide organization, production, and maintenance of annual campaign materials and data, coordination of all special event committees and volunteers.
- Directly, and in collaboration with the Center Executives, ensure pledge payments are collected and processed in a timely manner. Follow up on pledges and pledge payments with donors directly as needed.
- Train and guide all Executive Directors to take full advantage and best utilize of Raiser’s Edge software.
- Generate timely gift acknowledgement letters for the signature of Association Officers.
- Serve as liaison to vendors and the IT department to assist with software updates and troubleshooting issues.
- Support the Annual Giving Executive with coordinating and managing association fundraising and stewardship events.
- As a member of the development team, provide support for the Community Impact Dinner, special events and other development events/needs as assigned.
- Engage staff and support other stakeholders in telling relevant stories that advance the mission of the Y.
Reporting:
- Proficient use of Raiser’s Edge’s standard reports and gathering important association data and compile it into custom reports department and center managers can use.
- Develop and deliver clear and accurate reporting and tracking vehicles, as well as instructions for reports, dashboards and data extracts.
- Identify business trends utilizing real data, compile analysis reports and follow-up on results.
- Efficiently produce queries and reports, with accuracy, including those used to generate donor communications, mailing lists, acknowledgements and invoices.
- Develop, run, and review routine donor and gift reporting audits to ensure accurate gift entry and acknowledgment.
Safety and Risk Management
- Adhere to all Federal, State, and local safety regulations, as well as all YMCA policies and procedures related to the safety, health, and welfare of members, participants, guests, and staff.
- Ensure that all Tampa YMCA standards, leading practices, and policies are implemented and consistently followed, including those related to emergency procedures, child abuse prevention, and appropriate supervision.
- Adhere to policies and procedures related to managing high-risk activities and supervising participants and boundaries with participants when applicable.
- Ensure implementation of and follows all training requirements including risk management and child abuse prevention training in addition to ensuring proper reporting of all incidents/accidents according to risk management procedures.
- Maintain a safe and healthy environment at all times, including performing daily safety checks of program areas, equipment, and supplies.
- Maintain proper records, including certifications, meetings and trainings.
- Maintain an emphasis on safety in all areas of responsibility as they relate to members and staff.
- Adhere to risk management training requirements including child abuse prevention.
- Front desk personnel—ensure member or association guest are properly signed in and signed out, ensures only authorized adults are allowed in the facility, etc.
- Contribute to creating and maintaining a safe, positive, and respectful environment for members, guests, and staff.
- Promptly report any suspicious or inappropriate behavior, as well as policy violations, following established association procedures.
Education/ Experience Required:
- Associate’s degree, or equivalent experience, is preferred.
- Fluency in Raiser’s Edge. A minimum of two years of database related experience; preferably in a non-profit environment.
- Technical knowledge and experience with Crystal Report or other report writing software preferred.
- Experience in improving data accuracy including standardizing data codes designating campaigns, funds, and appeals.
- Ability to quickly determine and report data through the development database.
- Exceptional attention to detail. Pride in the accuracy and quality of work.
- Excellent communication and organizational skills.
- Ability to manage multiple projects and exercise independent action.
- Proficient in using email, internet, and other PC-based applications (e.g. Microsoft Office, customer service/tracking applications) with the ability to learn and adapt to new technology.
Certifications/Trainings Required:
- Must obtain within 30 days of employment and then maintain current certifications in CPR, First Aid, AED and Oxygen Administration.
- Maintain other required certifications as stated in the training matrix.
WORK ENVIRONMENT AND PHYSICAL 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 including, but not limited to:
- While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and authorized work phone/smart device
- Ability to perform all physical aspects of the position, including but not limited to, walking, standing, bending, reaching, and lifting
- The employee frequently is required to sit and reach, and must be able to move around the work environment
- Ability to lift and move a minimum of 30 pounds
- Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
- Ability to work in a variety of environments, specifically those subject to extreme humidity/dampness, heat and cold
- The noise level in the work environment is usually moderate
- This position may require availability to work flexible hours including evenings, weekends, and holidays as needed
- Must be able to perform all duties and functions of those that are supervised
Please Note – To assist us in understanding the full scope of your qualifications and experience for this position, we require that all applications submitted include a cover letter to be considered.
Click HERE to review guidelines and best practices for submitting an application
Full Time Benefits Summary:
- 20 days of Paid Time Off, increasing with service
- 7 paid holidays
- Employer-supported health, vision, dental insurance
- Tampa YMCA family membership
- $2,000 employer-provided assistance for qualified dependent care programs (before/after school care and camp)
- 20% off program fees (swim lessons, youth sports, summer camp and more)
- 30% off personal training
- Start at 403 (b) smart savings account through YMCA Benefits on day one of employment (optional)
- Employee Assistance Program (EAP) through BayCare Behavioral Services (phone and online)
- Professional development opportunities through Y-USA trainings
- Retirement plan eligibility: After completing 1000 hours of service over two, twelve-month periods and at least 21 years of age, part-time and full-time associates are eligible for the Tampa YMCA to contribute 12% of your earnings to a 401(a) account. Once enrolled, the associate is immediately vested.
Association Summary:
The Tampa Metropolitan Area YMCA is a top-rated ‘4-star’ Charity Navigator and Guidestar ‘Gold’ rated non-profit charitable organization for youth development, healthy living and social responsibility. Join a cause-driven association focused on empowering every individual in our community to reach their healthiest and most fulfilled life. Learn more about the Tampa YMCA at www.tampaymca.org.
- 14 Family Center Ys, 65-acre outdoor adventure camp, Community Learning Center, two program centers, 27 afterschool sites, 18 Early Head Start sites
- Largest youth development and health & wellness provider in the region
- 300,000+ community members served
- 1,600+ staff members
- 1000+ volunteers
- $50MM in revenue
- An independent 501(c) 3, locally-governed and managed
Located in sunny Florida, the Tampa Metropolitan Area YMCA offers an ideal location with beautiful weather affording a desirable setting for an active outdoor lifestyle year-round, is close to many beaches and theme parks and Florida is one of very few states that has no state income tax.
The Tampa Y is an equal opportunity employer and a drug-free workplace.
https://www.glassdoor.com/Job/tampa-job-jobs-SRCH_IL.0,5_IC1154429_KO6,9.htm?fromAge=1