Systems and Database Manager

About the role

Reconciliation Services relies on technology to power fundraising, programs, finance, operations and collaboration across the organization. The Systems and Database Manager serves as the internal owner of the organization's business systems, ensuring our software platforms, data and technology processes are reliable, secure and continuously improving. This role combines systems administration, database management, process improvement and technology project management. Working under the technical guidance of Reconciliation Services' outsourced IT Partner and reporting to the COO, the Systems and Database Manager partners with staff across all departments to maximize the value of technology while delivering an excellent day-to-day user experience.

Responsibilities

• Database, CRM, and software stack administration (approx. 40%)
  • Serve as the Giveffect administrator: user roles, permissions, workflows, data integrity, imports and exports, reporting, and vendor support escalation
  • Own data hygiene standards and be responsible for data hygiene across the software stack
  • Administer Honeycart, Genius, and other software applications used by RS
  • Support accounting and finance software: QuickBooks Online Advanced, PayPal, Stripe, GoFundMe, and bank interfaces; project-manage future finance system upgrades (QBO Enterprise Suite, potential Sage Intacct) with the CFO and Outsourced IT Partner
  • Develop and maintain data governance standards including naming conventions, record ownership, retention practices and data quality metrics
  • Create dashboards and reports that support executive decision making and organizational performance measurement.
• Systems and staff technology (approx. 30%)
  • Serve as the Google Workspace administrator and Microsoft 365 administrator (after the Phase 2 migration)
  • Administer user IDs, authentication, email accounts and access permissions across organizational systems
  • Complete routine server maintenance, patches, and push updates, with the Outsourced IT Partner
  • Technical execution of staff onboarding and offboarding: accounts, email, and laptops, within RS's HR onboarding and offboarding processes
  • Laptop setup, refresh cycles, and asset tracking, in coordination with the Outsourced IT partner's endpoint management
  • Support of the front-line help desk: resolves software, account, and database issues escalated from intake, and escalates infrastructure issues to the Outsourced IT Partner
• AI and automation (approx. 15%)
  • Monitor emerging AI capabilities and recommend responsible adoption opportunities that improve efficiency, productivity and service delivery.
  • Manage the AI rollout and train staff on it: deploy and support Microsoft Copilot and Claude Enterprise under the organization's AI acceptable use policy
  • Build Power Automate workflows that reduce manual work across departments
  • Identify AI use cases with staff and translate them into supported, governed practice
• Project management (approx. 15%)
  • Project manage the evaluation, recommendation, and deployment of new systems and software under Outsourced IT Partner direction
  • Facilitate requirements gathering, vendor coordination, testing, training, rollout and post-implementation support.
  • Maintain SOPs and system documentation as living documents

Qualifications

• 3+ years administering enterprise business systems
• Experience supporting multiple SaaS platforms within a nonprofit or service organization
• CRM or donor platform administration (Giveffect, Salesforce, Raiser's Edge)
• Google Workspace and/or Microsoft 365 administration
• Power Automate or workflow automation
• QuickBooks Online or comparable accounting software and payment platforms (PayPal, Stripe)
• Data imports/exports
• Demonstrated project management of software rollouts
• Curiosity and judgment with AI tools
• Discretion with sensitive data; willingness to complete HIPAA training

Professional Skills

• Exceptional organizational and project management skills
• Strong written and verbal communication
• Ability to translate technical concepts to non-technical users
• Strong analytical and problem-solving skills
• Customer service mindset

Education

Bachelor's degree preferred or equivalent combination of education and experience