Donor Systems & Data Manager

Location: Sonoma County

Salary Range: $95,000 – $120,000 annually

About the Role

The Donor Systems & Data Manager (Advancement Database Manager) is a strategic, data-driven fundraising role that serves as the operational backbone of an Advancement team raising more than $5M annually. This is not an administrative processing job—it is a leadership-track position focused on systems optimization, analytics, revenue strategy, and donor data management. Managing a Raiser’s Edge NXT database of over 80,000 records, the Donor Systems & Data Manager ensures the accuracy, integrity, and strategic use of donor data. This position plays a critical role in shaping fundraising strategy, forecasting revenue, building segmentation models, supporting portfolio management, and powering major gifts, annual giving, peer-to-peer fundraising, institutional giving, and grant programs.
If you understand how data fuels philanthropy, this role places you at the center of organizational impact and long-term revenue success.

Key Responsibilities

Database Oversight & Strategy

• Serve as lead administrator for Raiser’s Edge NXT—overseeing configuration, integrations, security, and system updates
• Establish and maintain data governance standards, documentation, and workflows
• Lead data hygiene, deduplication, audits, and cleanup initiatives to ensure reporting accuracy

Fundraising Support & Campaign Execution

• Build queries, segmentation lists, exports, and reports for campaigns, appeals, and stewardship
• Support customized targeting for digital and mail campaigns
• Partner with fundraisers to support portfolio management, pipeline tracking, and prospecting
• Provide data tools and giving histories for grants and institutional giving
• Support corporate partnerships through tracking, segmentation, and reporting alignment

Analytics & Decision Support

• Create dashboards and reports for donor trends, retention, LYBUNT/SYBUNT analysis, and campaign performance
• Provide segmentation insights to strengthen donor engagement and giving outcomes
• Support the VP of Advancement with revenue forecasting, metrics tracking, and team goal setting

Gift Processing, Acknowledgments & Stewardship

• Oversee timely and accurate gift entry (online, recurring, credit card, tribute, and matching gifts)
• Coordinate gift reconciliation with Finance; support audit preparation
• Manage acknowledgment processes, tax receipts, thank-you workflows, and donor recognition efforts
• Execute mail merges for appeals, renewals, and stewardship communications

Training, Documentation & User Support

• Train Advancement staff on Raiser’s Edge NXT functionality, queries, and dashboards
• Create user guides, SOPs, and documentation
• Provide troubleshooting support and promote adoption of new RE NXT features

Leadership Responsibilities

This role provides critical leadership across Advancement through developing best practices, supporting team skills, and leading process improvement initiatives.
May supervise contractors or temporary staff during peak periods.

Core Competencies

• Strong understanding of donor lifecycle, stewardship, segmentation, and campaign design
• Mastery of Raiser’s Edge NXT, including administration, reporting, gift entry, and prospect management
• Ability to translate data into actionable fundraising insights
• Strong skills in reporting, dashboard creation, Excel analysis, and forecasting
• High attention to detail and commitment to accuracy
• Excellent communication and training skills
• Service-minded with strong accountability and standards

Education & Experience

• 5+ years of nonprofit development or advancement operations experience preferred
• Demonstrated administrator-level expertise in Raiser’s Edge NXT
• Experience reconciling gifts with Finance and understanding nonprofit accounting practices
• Proficiency in Microsoft Office, especially Excel