Database and Operations Associate

The National Archives Foundation (NAF) is seeking a Database and Operations Associate. As the nonprofit partner of the National Archives and Records Administration (NARA), NAF generates financial and creative support and public awareness for exhibitions, public programs, capital projects, strategic partnerships and civic and educational initiatives. NAF advances its mission by inspiring a deeper appreciation of our country’s heritage and encouraging citizen
engagement in our democracy by introducing America’s records to people around the U.S. and the world.

NAF partnerships with NARA have produced numerous achievements over the years including renovating the Rotunda where the Charters of Freedom are on view, the creation of the Public Vaults permanent exhibition space, development of the DocsTeach.org education resource, and the David M. Rubenstein Gallery with the “Records of Rights” permanent exhibition.

In addition, NAF has supported many notable special exhibitions and public programs. The annual Gala is a highlight of the year bringing together influential figures from business, society, and government to recognize an individual whose work has fostered a broader national awareness of the history and identity of the United States through the use of original records. The NAF is currently engaged in a capital campaign that will increase support for new civic and educational programming and will develop and build a new highly interactive state of the art, interactive multi-million-dollar permanent exhibition at the National Archives Museum in Washington DC.

Cultivating an inclusive staff is central to the National Archives Foundation’s focus on advancing equity. Candidates of all backgrounds are encouraged to apply. The National Archives Foundation is an equal-opportunity employer. All applicants will be considered without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

For more information on the Foundation, visit archivesfoundation.org.

Position Scope and Responsibilities

The Database and Operations Associate plays a vital role in supporting the Foundation’s mission by providing direct support to fundraising and operational efforts. This position is primarily responsible for managing and entering all donor and gift data in a timely manner as well as performing the necessary corrections and adjustments within the donor database to properly track data and steward donors. This role serves as a critical liaison, working collaboratively with members of the Development and Finance teams to gather, validate and enter all donor and gift data into the database. Knowledge of CMS management and the ability to work with the Foundation’s databases (Blackbaud’s Raiser’s EdgeNXT, WealthEngine,MailChimp, Shopify) will be vital.

In addition to data and gift management, this position is responsible for providing a broad range of administrative and office support to Foundation operations and would also work closely and sometimes report to the External Affairs Manager at the discretion of the Capital Campaign Director.

The candidate must possess excellent people management, process management skills, and customer service skills. Interest in non-profit fundraising and a passion for American history, civic engagement, and/or museums are highly desirable.

Job Elements

  • Gift Processing
  • Process all check, stock, and credit card gifts to the Foundation
  • Determine appropriate gift designations by reviewing accompanying documentation prior to entry, and alert appropriate staff to special gift situations
  • Track donor activities and correspondence in Raiser’s Edge
  • Maintain filing systems offline and in Raiser’s Edge
  • Create and maintain gift backup for annual audit
  • Entering pledges and pending gifts as directed by gift officers
  • Assist donors in updating payment information and recurring donations
  • Confirm and administer matching gifts
  • Generate mail lists for internal donor communications as assigned
  • Development Support
  • Prepare and process for in house donor mailings, to include renewal letters, direct mail appeals, and other donor solicitations
  • Support work in completing acknowledgement letters as needed
  • Conduct research as assigned
  • Serve as support for donor inquiries and customer service requests
  • Assist with donor emails and phone communications as needed.
  • Administrative & Office Support
  • Serve as lead customer service representative, fielding incoming phone calls during regular office hours
  • Assist with processing and preparing incoming and outgoing mail
  • Provide regular program and event registration reporting to Development, Marketing, and Events Teams
  • Assist with mail list merging between Raiser’s Edge, Mailchimp, and other software as assigned.
  • Provide support for donor acquisition, fundraising and grant opportunities, and communication tasks
  • Manage inventory and ordering for office supplies
  • Provide general office and administrative support, including scheduling meetings, scheduling travel, and ensuring smooth office communications internally among staff and externally among vendors and guests.
  • Assisting with tours and special events (ability to work evenings and weekend hours as assigned)
  • Perform other duties as assigned

Qualifications

  • High school diploma, GED plus 2-3 years related work experience, or equivalent work experience
  • Bachelor’s degree preferred
  • Prior experience with gift/data entry required
  • Experience working with Raiser’s Edge NXT a plus
  • Database experience at a nonprofit, association, or corporation is a plus
  • Comfortable in deadline-driven responsibilities with the capacity to handle multiple projects at one time
  • Impeccable attention to detail and project management skills
  • Positive and collegial working style
  • Ability to work well in a team environment and comfortable working with partners, vendors, donors, members, and organization leadership
  • Ability to participate in evening/weekend events

As mentioned above, the National Archives Foundation is an Equal Opportunity Employer. A diversity of ideas and opinions is paramount in our workplace and advancing our mission to educate Americans and inspire a deeper appreciation for our nation’s history. All qualified candidates will be reviewed regardless of race, sexual orientation, religion.Resumes are reviewed on a rolling basis. Email resume, cover letter with salary preference, and three references (references will only be contacted if the candidate is a finalist).

Interested candidates please apply online to [email protected]