Company Name:



Portland, Oregon

Approximate Salary:

$36,000 Per Year

Job Category:

Database Manager

Position Type:

Full Time


August 10, 2018

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Database Associate

At Caldera, we believe in the power of creativity. Caldera is a catalyst for the transformation of underserved youth through innovative art and environmental programs.​ Our Youth Program provides students from Portland and Central Oregon with long-term mentoring that nurtures individual creativity beginning in sixth grade and continuing into young adulthood. Our Artists in Residence Program awards US-based and international artists the gift of time and space to practice at our Arts Center in Sisters, Oregon.


Position Title: ​Database Associate

Supervisor: ​Director of Advancement ​& Youth Program Director

Schedule: ​FTE, non-exempt

Location: ​Portland, OR

Start Date: ​September 13, 2018

Compensation:​ $36,000–$40,000. Benefits include: generous paid time off; health, dental, and vision insurance; 403(b) retirement matching; long-term disability; short-term disability; and life insurance.


Position Description:

The Database Associate is responsible for Caldera’s key database systems: Raiser’s Edge, cloud-based fundraising and donor management software, and Apricot, program management software used to track youth participants, program activities, and outcomes. This position will serve both the Development and Programs teams in the areas of gift/data entry and processing, data analysis and reporting, maximizing database function and maintaining systems integrity. This position reports to the Director of Advancement and secondarily, the Youth Program Director, with regular collaboration with other staff.


Specific Responsibilities:


Data & Gift Management (Development) – 60%

● Administer Raiser’s Edge database and gift processing system

● Maintain accurate and up-to-date donor records, including: contact information, event attendance and contact history

● Process gifts and ensure accurate gift records through consistent coding and maintenance that adheres to strict development and accounting standards, including monthly reconciliation with accounting department

● Produce donor communications such as gift receipts, acknowledgements, and pledge reminders

● Produce customized mailing lists, email lists, and reports that support fundraising appeals, activities, and events

● Conduct research to maximize use of database tools and functionalities to support fundraising goals

● Provide data analysis of fundraising campaigns, initiatives and events such as giving history, attendance, conversion and retention

● Create updated system of donor segmentation and classification in order to prepare accurate lists and reports for the Development team

● Develop and maintain efficient systems for data cleansing, data entry, gift processing, prospect research, and relationship management

● Process EFT and credit card donations

● Train co-workers on proper data entry process on Raiser’s Edge


Fundraising & Event Support (Development) – 20%

● Administer Greater Giving software in tandem with fundraising events

● Serve as a liaison to external event support vendors

● Conduct research and implement methods to maximize our fundraising and tracking capabilities on Greater Giving, including but not limited to monthly giving programs, and the creation of event websites

● Attend fundraising events and provide event support; assist Development and Communications team with additional administrative responsibilities, as needed


Database Administration & Analysis (Programs) – 20%

● Administer Apricot case management database to track students, youth alumni and Artist in Residence accounts; create new profiles, HR and community partner forms

● Perform data analysis to track student performance and program outcomes; generate evaluation reports for cross-departmental use

● Generate mailing lists for Youth Program and Artist-in-Residence outreach; Work with Program staff as needed to maximize use of Apricot to achieve programmatic goals

● Pursue quality assurance across all aspects and functionalities of Apricot

● Train co-workers on proper data entry processes

● Assist with other programmatic and administrative duties, as needed


Required Qualifications:

● Proficiency in Raiser’s Edge database

● Experience processing donations and maintaining donor confidentiality

● Experience producing customized and detailed Excel reports

● Strong analytical skills and ability to make sense of complex data

● Ability to communicate effectively, written and oral

● Ability to multi-task and maintain grace under pressure

● Ability to manage complex file banks and spreadsheets

● Ability to integrate team feedback and adapt to new systems and work processes

● Ability to manage a project from inception through completion

● Exceptional attention to detail and organization skills

● Self-motivated, positive and a collaborative team player

● Strategic and proactive thinker

● Passion for Caldera’s mission, social and environmental change, and racial equity


Preferred Qualifications:

● Bachelor’s degree

● At least 2 years experience working in a nonprofit administrative and/or fundraising role with similar responsibilities

● Experience using Apricot, Greater Giving or other tracking/outcomes database systems

● Experience using Google Suite and/or Microsoft Office

● Overall understanding of nonprofit fundraising processes

● Interest in the arts and creative youth development


Position Details:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel. The employee is frequently required to stand. The noise level in the work environment is usually moderate.


Equity & Inclusion:

We recognize that Caldera communities face many societal inequities. We recognize the history and ongoing impacts of racism in our country, state, and institutions. We acknowledge that we will always have room to grow as an organization and as individuals in our understanding of racism and oppression.


We commit to continually examining our role in both perpetuating and combating institutional racism. We also commit to ongoing alignment of our policies and practices to advance racial equity, inclusion, and freedom of expression.


We commit to integrating equity and inclusion into all areas of our work to better serve our mission; when we do, we get closer to the world that we want for our youth. To ensure our own accountability, we will 1) seek deeper relationships with and feedback from our larger community; 2) use our Equity Plan to guide ongoing work; and 3) apply our Equity Lens to decision-making. We will also seek inspiration from artistic and cultural traditions.


Caldera is an equal opportunity employer encouraging applicants of all backgrounds and does not discriminate on the basis of race, color, religion (creed), gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.


To Apply: Send a resume and cover letter describing interest in and qualifications for the position, highlighting experience and competencies that meet the role’s requirements. You’re welcome to also include anything else you feel is pertinent for us to have. Materials should be sent to by Tuesday, August 28, 2018 at 5:00PM. No phone calls, please.

Company Name:



Portland, Oregon

Approximate Salary:

$36,000 Per Year

Job Category:

Database Manager

Position Type:

Full Time


August 10, 2018

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