Essential Responsibilities
The allocations below describe the expected emphasis of the role and may shift as organizational priorities evolve.
1. CRM Administration, Gift Data Integrity & Campaign Operations (30%)
Serve as the day-to-day Virtuous administrator, supporting configuration, user permissions, imports/exports, routine troubleshooting, and appropriate vendor escalation.
Partner with Marketing and Development on campaign and appeal setup, donor segmentation, audience selection, outreach data preparation, communication preferences and exclusions, gift coding, and campaign performance tracking. Marketing and Development own campaign strategy, content, and fundraising decisions.
Monitor duplicates, incomplete records, inconsistent codes, and data exceptions. Ensure donor records accurately reflect restricted versus unrestricted gifts, donor-designated purposes, funds, appeals, and relevant gift classifications; investigate discrepancies and coordinate corrections with Finance and record owners.

2. Donor Analytics, Reporting & Dashboards (25%)
Develop and maintain active recurring and ad hoc reports on acquisition, retention, reactivation, recurring giving, campaign results, and donor trends.
Translate findings into practical insights for fundraising and stewardship decisions; communicate assumptions and limitations clearly.
Maintain useful dashboards and improve repeatable reporting processes, using Virtuous and available tools; automate where feasible without compromising accuracy.

3. Institutional Grants, Proposals, and Reporting (25%)
Partner with Finance to reconcile gift and campaign information between Virtuous and Sage, including restricted and unrestricted designations, donor intent, funds, classifications, dates, totals, and exceptions. Collaborate with Programs to define and document parameters for donor restrictions, designated purposes, program allocations, and donor compliance monitoring.
Maintain agreed reconciliation extracts, mapping documentation, validation checks, and exception logs; research mismatches and support timely resolution.
Coordinate with Finance, Programs, and vendors on improvements to data exchange and compliance reporting. Finance owns accounting treatment, general ledger integrity, and final reconciliation approval; Programs owns programmatic compliance determinations.

4. Data Architecture & Governance Support (10%)
Work with the Director of Operations and system owners to document key data sources, fields, identifiers, ownership, and flows across Virtuous, Sage, Foundant, Monday.com, and Airtable.
Help define systems of record, shared definitions, data-quality standards, and priorities for better cross-system reporting.
Contribute requirements and process maps for a phased data architecture roadmap; collaborate with consultants on integration specifications and testing, without owning custom integration engineering.

5. User Training & Documentation (10%)
Train staff in core Virtuous workflows, standard reports, and appropriate data entry practices.
Maintain practical job aids, procedures, and system documentation; encourage responsible self-service.
6. Vendor Coordination & Continuous Improvement (5%)
Track and escalate CRM issues, support vendor troubleshooting, and test approved changes.
Recommend focused improvements to reduce errors, duplicate effort, and manual work within available capacity.