Associate Director, Database Administration

Description

Information & Responsibilities

Under the guidance of the Executive Director, Advancement Services, the Associate Director, Database Administration, oversees the Affinaquest and Salesforce database system and related processes. This position will be responsible for the day-to-day configuration, support, maintenance and improvement of the database and develop strategies to maximize the capabilities of the software and provide support to the Advancement department, collaborating with Institute partners when necessary. The ideal candidate will think and act creatively to develop appropriate technical solutions to meet the needs of fundraisers and end users and oversee successful integration of the CRM with all other Advancement technology.

Essential Job Functions

Database Administration

• Oversee the integrity of the database and maintenance of development data, implementing rules and automation as needed
• Manage the database and Sandbox environment including defining users, granting access and permissions, building and maintaining new fields and objects, modifying layouts, upgrades, and developing processes
• Detailed configuration and testing of multi-year Salesforce and Affinaquest releases
• Document processes, user permissions, customizations, etc. made in Salesforce
• Develop and facilitate end user training and support in Advancement CRM and systems
• Monitor system performance and identify problems that arise and respond in a timely manner to user-reported requests and errors
• Run clean up reports and dashboards to improve system data for better reporting and readability
• Manage Salesforce integrations not handled by a developer or partner, and monitor and test data integration systems and API endpoints
• Work with integrated applications, such as DocuSign, Conga, Apsona, Mailchimp, etc
• Identify, install and maintain appropriate apps from the AppExchange for event management, mass email, document merge, etc. Salesforce integrations with other apps/systems. (Examples: Blackthorn, Stripe, iWave)
• Protect the database against threats or unauthorized access, ensuring that the database is adequately backed up and able to be recovered in the event of memory loss
• With the Advancement Services team, develop database standards guide including policy and procedures

Reporting

• Develop reports and queries based on Advancement needs and maintain standard reports. This includes but is not limited to fundraising tracking, metrics-based assessments, and audience segmentation
• Create and manage dashboards and data visualizations
• Cross-train in multiple aspects of Advancement team support

Further Information

The Advancement Division works in a hybrid model, spending a minimum of 2 days per week on campus or at in-person meetings, and the remainder of days working from home. Because the division is responsible for fundraising events, applicants must be available to work additional hours during evenings or weekends, and at peak periods of the year. During certain brief times during the academic calendar, there will be restrictions on vacation approvals to ensure the division can adequately support the fundraising initiatives that align with the Institute’s highest priority activities.

Qualifications

Qualifications and Skills

• Superb organizational skills and effectiveness in managing multiple tasks
• Analytical mindset and good problem-solving skills
• Understanding of basic triggers/Apex code
• Systems awareness and understanding of business requirements of IT
• Excellent problem-solving and analytical skills
• Good communication, teamwork, and negotiation skills
• Excellent business relationship and user support skills
• Familiarity in working with people from diverse backgrounds while promoting an environment of inclusion
• Flexibility to work occasional evenings and weekends

All team members must:

• Demonstrate strong organizational, written, and oral communication skills. Think strategically and creatively and perform with expertise in order to support the advancement of CalArts
• Work with high level of self-motivation to proactively move multiple tasks forward while documenting and sharing progress, and meeting strict deadlines
• Have experience and confidence in donor database management and ease in functioning in CRM systems
• Be tech savvy and able to use best practices to improve and reinforce business processes, ensuring effective time management and outcomes-based work performance
• Possess strong computer skills: Google suite, CRM databases, mail merges, presentation software, video integrated