Administrative Database Manager - Grand Rapids Public Museum

Posted on 4/10/25

FLSA Status: Salary, Exempt

Hours: Full-Time - 40 hours per week, days, nights, weekends, and holidays (as required)

Compensation: $51,250 annually

The Grand Rapids Public Museum is the oldest and second-largest museum in Michigan. We are a place of never-ending learning and discovery, with programs and exhibits focusing on history, science, and culture. The employee culture of the GRPM is one of teamwork, excitement, and learning. As an integral part of the West Michigan community, the Museum is open daily to visitors and hosts after-hours public events, programs, private events, and weddings. The entire GRPM team works to create positive visitor experiences through engaging exhibits and programs, and a safe, clean, welcoming space.

SUMMARY: This position is responsible for high-level administrative functions primarily serving in the Fund Development department. It serves a primary role in ensuring the accuracy, integrity, and efficiency of the department's database systems. This includes oversight of all administrative duties as well as implementation and use of various software processes, including data input and output, technology management, assisting with the development of policies and procedures, and providing training and support when necessary. The position also encompasses administrative duties related not only to the fundraising responsibilities of the department but also serves a key role in the creation of important reports and data analytics, which provide donor trends and capture constituent information. This is a highly confidential position with routine reporting to the Vice President of Fund Development.

RESPONSIBILITIES AND DUTIES including, but not limited to:

• Serves as the lead for administrative functions for the department, such as correspondence, file retention, records related to sponsorship, donations, grants, and acknowledgment letters.
• Oversee other administrative functions including assistance with budget preparation, meeting schedule management, data entry, renewals and communications.
• Develops and implements software for fund development operations; ensures optimized use of all aspects of the department’s database software systems to support Museum goals.
• Responsible for working with software vendors and IT Specialists to ensure systems remain up-to-date and functioning.
• Manage all list generation, including email and address lists, to meet deadlines.
• Works closely with appropriate Museum staff to maximize database effectiveness, and integration of functions and promote lean efficiencies in operations to ensure the best outcomes possible.
• Provides accurate queries, develops performance metrics to apply for donor functions, conducts necessary research, and generates analytical reports as needed.
• Provides technical support and quality control as needed to ensure data integrity.
• Assist with the development of policies and procedures for administrative and database functions to ensure compliance.
• Develop written protocols and training materials to train others in the use of various software systems.
• Assumes responsibilities for documentation of naming opportunities, acknowledgements, pledges, and thank you notes for the capital campaign and annual fundraising activities.
• Oversees and manages projects as required.
• May periodically need to assist with the membership database.
• Other duties may be assigned as necessary. 

WORKSKILLS:

• Strong people skills; work and communicate diplomatically and courteously with staff, other team members, volunteers, guests, departments, and key stakeholders to meet common objectives and desired outcomes.
• Must be organized, dependable, punctual, and possess a strong work ethic.
• Must have strong interpersonal and conflict-resolution skills.
• Must be proficient with various computer technology programs/systems.
• Maintain a professional appearance and demeanor.
• This position requires the ability to provide high-level administrative and database services in a fast-paced work environment.
• Familiarity with Google Workspace.

EXPERIENCE: 

• Minimum of three years' experience in a responsible administrative role.
• Seasoned experience with managing complex database systems.

QUALIFICATIONS:

• Ability to demonstrate critical thinking, problem-solving and decision-making skills.
• Proficient in managing time, projects, processes and resources to produce desired outcomes.
• Demonstrate strong written and organizational skills with attention to detail.
• Proven ability to function effectively in a team environment, as well as work independently. 
• Ability to work tactfully and effectively and follow both oral and written instructions.
• Ability to resolve conflicts and work well with other managers.
• Ability to be flexible, maintain a positive attitude and lead by example.
• Ability to operate with high-level sensitive confidential information.
• Experience developing and implementing donor and fundraising database systems (i.e., Bloomerang, Qgiv).

EDUCATION:

• Minimum of bachelor’s degree required and/or an associate's degree with 5+ years of administrative management experience.

PHYSICAL DEMANDS: 

• Must be able to move, bend, stoop, reach, and lift up to 25 pounds.
• Frequent telephone and computer use.
• Must be able to sit for extended periods.

WORK ENVIRONMENT:

• Professional, open office business setting, with friendly interaction.