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Development Data Administrator
Posting Date:  August 16, 2013
Closing Date:  September 3, 2013


The Gulf of Maine Research Institute (GMRI) has emerged as a catalyst for solutions to complex challenges at the nexus of Maine's marine ecosystem and our economy. GMRI is widely respected as one of the top marine research institutions in the Northeast. Our fusion of science, education, and community gives us range to effect change from multiple directions. Our objectivity and commitment to collaboration make us the go-to organization for communities grappling with contentious political issues and new business systems. We are making a long-term investment in science literacy as a cornerstone of a 21st century economy by providing programs to ignite the curiosity, ambition, innovation, and problem-solving potential of Maine's next generation.

GMRI is seeking a Data Administrator to serve as a key member of our Development Team. The primary responsibility for the Data Administrator is to maintain accurate and up-to-date constituent and event records in a relational database [currently Raiser's Edge]. As much as 50% of this positions will focus on data entry and maintenance. The balance will involve extraction and formatting of mailing lists, reports, and other tools/analysis as needed for timely and effective donor cultivation solicitation, and stewardship, as well as a variety of tasks to ensure the security and integrity of the database and other online systems. This position requires an aptitude for maintaining high volumes of data with meticulous attention to detail and an ability to derive personal satisfaction from working behind the scenes to support the efforts other team members in fundraising and communications. It requires a self-starter, who can work both independently and in close collaboration with other team members, and who can prioritize effectively when faced with multiple competing demands.


Data Management

The Data Administrator will be responsible for several key areas of data management for GMRIs development department: data entry, database integrity and system management, and reporting/list generation.

Data Entry

  • Data entry of new constituent and event records, modification of existing records, and tracking of essential biographical, wealth indicator, and strategic/cultivation information on existing records.
  • Gift processing, including gift entry to Raisers Edge, generation of acknowledgement letters and pledge reminders, and regular reconciliation of gifts with GMRIs finance team.
  • Regularly update key audiences (board, navigators, honorary directors) across multiple system(s).
  • Online research to obtain biographical/address information.

Database Integrity

  • Set-up, maintain, and ensure consistent use of data structures related to gift processing (campaigns, funds, appeals, recognition, etc.) and integration with financial management systems (Financial Edge).
  • Design (in conjunction w/ Development Team), implement, and maintain appropriate tracking systems for biographical and prospect cultivation strategies/moves management, as well as data related to the strategy of annual and capital campaigns.
  • Plan and execute database clean-up and ongoing maintenance to include:

−Regular integration between constituent database and e-mail communications system(s).

-Periodic review and update of Raisers Edge coding structures and tables;

−Global and record specific maintenance;

−Regular attention to key data such as deceased, no valid address, constituency,

solicitation/stewardship status, relationships, actions, appeals, and appropriate attribute codes;

−Review database for duplications frequently; and

−Perform period spot checks of data entered by other organization-wide users to ensure

consistency and accuracy of data.

  • Anticipate and suggest new database uses/functionalities to keep pace with evolving team needs.
  • Monitor and make recommendations regarding upgrades and/or additional features and services offered by Blackbaud.

Reporting/List Management/Analysis

  • Build and maintain appropriate queries and exports in RE to facilitate scheduled mailing/reviews, as requested by Development Team members, and/or in response to anticipated needs.
  • Build and modify reports as needed to support all aspects of GMRIs Development efforts(e.g. pledge, detail and summary, analytical, statistical, special events, solicitor/volunteer management, prospect cultivation, actions, and any other relevant reports).
  • Format exports, mailing lists, and reports, using Excel and other report writing tools, to accommodate different audiences and uses.
  • Produce several recurring monthly financial reports, soliciting input from appropriate staff.
  • Design, maintain, and support staff in use of Raisers Edge on screen functionality such as Dashboards and Custom Views.
  • Support team in reviewing data to identify meaningful trends and suggest new strategies for mining data to enhance relationship building efforts.
  • Work with other departments to review and integrate mailing lists, as needed.

Security, Training, and Support

  • Maintain security and appropriate permissions for all Raiser's Edge users.
  • Train other GMRI staff who access Raisers Edge to ensure consistency and accuracy of data.
  • Document data processes, policies, procedures, and definitions, and produce guides to facilitate common functions performed by other users.
  • Provide support and troubleshooting for other Raisers Edge users, with input from GMRIs IT staff.
  • Assist other Development Team members in database and report generation tools (including use of queries, exports, pivot tables, etc.).
  • Monitor, troubleshoot, and ensure the accuracy/safety of online donations, e-commerce, e-communications systems, and maintain associated vendor relationships.
  • Set-up and maintain GMRIs users in a variety of online grants management systems according to GMRIs policies, and maintain accurate records of user permissions.

GMRI Appeals and Constituent Communications

Print Appeals (currently 3-5 discrete mailings per year), Newsletter (quarterly), Events, (multiple) and Holiday Card

  • Assist in identifying constituent lists and strategy.
  • Generate lists for review by Development Team.
  • Perform mail merge and prepare all materials for mailing or process for contract mail house as appropriate.
  • Assist with stuffing and postage.
  • Track responses.

Online Communications

  • Create and maintain (subscriptions, removals, email updates) email communications list in Constant Contact or other email distribution service.
  • Track responses.

As part of GMRI's Development team, the Data Administrator participates in weekly staff meetings and supports GMRI's commitment to growing our base of support and increasing public awareness about our institution and mission.


Given that GMRI is a small, lean marine education and research organization, the Development Data Administrator will be expected to be flexible and assist with other tasks that may arise, however challenging or menial. There is also significant opportunity, based on the Data Administrators skill and interests and the organizations needs, to utilize initiative and creativity in expanding responsibilities in both the Development and Community Relations areas.


GMRI will seek candidates with strong data entry, management, and analytical skills, multi-tasking ability, oral and written skills, a friendly and pleasant office and phone demeanor, familiarity with Microsoft Office software, prior administrative experience, project management skills, interest in working in a demanding and changing workplace, and an interest in marine education and research. Specific qualifications include:

B.A. or B.S. with demonstrated work experience in data entry and manipulation in a relational database (with direct experience in Raisers Edge or similar fundraising software a strong plus);

Skilled in exporting to and manipulating data in Excel and/or or report writing programs, as well as mail merge functions (experience with pivot tables a plus);

  • Skilled in online biographical and other research;
  • Technology savvy, with an orientation for troubleshooting and comfort navigating across multiple systems (working knowledge of online communications tools such as Constant Contact a plus);
  • Highest level of attention to detail, accuracy, and confidentiality;
  • Working knowledge of fundraising information resources, techniques, and strategies (direct experience in a fundraising environment a plus);
  • Demonstrated knowledge of and sensitivity to the process and needs of relationship building, with an orientation toward the people behind the data;
  • Interest in and inclination toward data analysis and streamlining of processes (e.g., through import functions) highly desirable;
  • Highly organized, self-starter with experience managing and accomplishing multiple tasks;
  • Demonstrated interpersonal and communication skills with a variety of constituents;
  • Ability to work well independently and as a team player with a sense of humor and ability to function in a fast-paced, energetic and rapidly evolving organization.

To Apply:

Please submit cover letter, resume, and the names and addresses of three references by September 3, 2013 to ensure full consideration. To apply for this position, please Click Here

Note: you will be navigating away from the GMRI website.Questions should be referred to Please note that we will not be accepting resumes sent to this email address. Incomplete applications will not be considered.

We are proud to be an Affirmative Action, Equal Opportunity Employer. Our employment decisions are made without regard to race, color, religion, gender, national origin, age, disability, marital status, veteran or military status or any other legally protected status. In order to comply with local, state and federal Affirmative Action and Equal Employment regulations we need to identify certain applicant data which will only be used for reporting to government agencies. You are not required by law to provide this data. The data you provide on this form will be kept confidential, used solely for statistical purposes and maintained separately from your employment application. This data will not be used to make a decision about your employment.

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