Database Processing Assistant

Location: Headquarters, Washington, DC
Department: Information Services
Supervisor: Fundraising Database Director

BASIC SUMMARY:

This position is responsible for providing support to the Fundraising Database Director and the VP, Information Services and CIO.  The database processing assistant is responsible for producing and maintaining standing reports, a calendar of recurring tasks, keeping up to date documentation on all jobs.  The assistant will utilize software such a Constituent Management System (CRM) and Convio Luminate to run queries, data appends, general data maintenance, input and output of data files as needed. This position is responsible for quality control of data files, establishing standard templates for data flow, and maintaining vendor related file transfer protocols. Additionally, this position supports revenue processing functions and CRM administration. Organization, attention to detail and an aptitude to learn new software are essential.

This position also provides administrative and project support to the department - to VP and others.  Tasks include managing departmental and member services mail, vendor invoices, budget requests, contract routing, etc., as outlined below. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Database Processing Assistant role (90%):  

  • Monitor, update and maintain documentation/information pertaining to recurring jobs on our digital library system on the Intranet. Ensure all information is up to date and replace old documentations with new as necessary. 

  • Maintain a calendar of jobs, making sure enough time is allocated to run each job. 

  • Provide revenue processing support for the organization including source code management, revenue batch processing and check/wire handling. 

  • Assist with administration of CRM user base, including adding and modifying user accounts. 

  • Act as gate keeper for streamlined flow of data regarding technical details such as vendor’s ftp information. 

  • Produce and distribute scheduled reports to other departments. 

  • Track open tickets with CRM and ECRM vendors. 

  • Upload non-revenue files (demographic, NCOA, premium fulfillment, promo history, development portfolios, appends, etc.) into CRM and keep up to date documentation on processes. 

  • Process Data Hygiene jobs as needed, including duplicate merges and nightly exception files. 

  • Create email target groups in Convio Luminate upon Marketing request and authorization. 

Administrative and project support to the department (10%): 

  • Assist Director of Digital Solutions with posting occasional content on our website using our content management system

  • Conduct Special projects such as testing new organizational software and processes. 

  • Provide administrative support to the department, including Member Services:   

    • Receiving, sorting, prioritizing and routing departmental mail 

    • Managing contract routing and signatures, tracking expiration dates and invoicing  

    • Supporting departmental commitments:  creating and managing expense reports, vendor invoices payments, monthly accruals  

  • Process returned premiums and incoming petitions.   

  • Attend periodic cross departmental coordinator/assistant meetings representing the department. 

  • Schedule and Coordinate meetings and team events when requested. 

  • Perform all other job related duties as assigned. 

QUALIFICATIONS:

  • Education: Bachelor's (B.A./B.S.) degree or equivalent in related discipline

  • Experience: 2-3+ years of related database and administrative experience preferred.  An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

  • Other:

  • Due to the nature of the work, incumbent must consistently deliver work of the highest quality with a dedicated attention to detail  

  • Strong organizational skills

  • Experience with completing diverse tasks under time pressure

  • Advanced computer skills, exposure to coding languages a plus

  • Excellent verbal and written communications skills

  • Ability to prioritize and complete a variety of tasks and assignments relating to administrative and licensing/cause-related/marketing functions

  • Strong MS Office knowledge and experience 

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so.

WORK ENVIRONMENT:

  • General office working conditions, the noise level in the work environment is usually quiet.

HOW TO APPLY

Interested applicants please reference Database Processing Assistant position in your subject line and submit a letter of interest, along with your resume and salary history to us via e-mail at: HR@defenders.org.

It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, religion, national origin, sex, age, disability, or any other characteristic protected by law, in all personnel actions.

Defenders of Wildlife is a national, non-profit membership organization dedicated to the protection of all native wild animals and plants in their natural communities. Our employees work in an environment that is inclusive and honors each of our unique perspectives and backgrounds. We believe that the conservation of biological diversity is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs and cultures.  We strive toward a collective goal of including all people in the conservation of our Nation’s wildlife and wild places. 

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.