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Donor Database Administrator (New York, NY or Oakland, CA)

Job Location

New York, NY or Oakland, CA


Type of Job



$68,000 - $75,000

Published By

Publisher Name

Published Date

Apr 27, 2021

About the job

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Vote Solar advocates for a transition to a just and equitable 100% clean energy system that puts the interests, health, and well-being of people at its center. Founded in 2002, Vote Solar advocates for clean energy and energy justice in legislative and regulatory arenas at the state level, where most decisions about electricity are made. Operating in over 20 states, we focus on bringing deep policy expertise, working in just partnerships with broad coalitions, and engaging the public to win on solar and energy justice campaigns.




Vote Solar is an equal opportunity employer committed to diversity, equity, inclusion, and justice in the workplace and in the communities with which we partner. We strongly encourage and seek applications from women, people of color, including multilingual and multicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical conditions. Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.



The Donor Database Administrator (the DDA) oversees the daily operation of the donor database, Salesforce, which tracks contributions, donor, and prospect information. The DDA ensures the accuracy and integrity of the donor database, including data input and output, technology management, and end-user support. In addition, the DDA is a critical member of the Philanthropy team, ensuring that the team is equipped with the proper tools to effectively utilize the database, implementing policies to guide data entry, making sure that the database effectively captures donor information, and generating accurate financial and analytical reports.




  • Manage all forms of data input to ensure data integrity
  • Oversee the migration of data from current CRM (EveryAction) to Salesforce; set-up and deploy integration protocols for ongoing Communications use of EveryAction. Oversee regular integration downloads and uploads between databases.
  • Establish and manage authorization and data access controls to ensure data security
  • Ensure a stable database by appropriately applying/implementing upgrades, releases, patches, fixes, plug-ins, etc.


  • Develop and enforce policies and procedures to ensure the integrity of the donor database
  • Build collaborative relationships with the Philanthropy team and other data holders to develop an efficient process for strategic and effective use of data
  • Provide initial training for existing and new members of the philanthropy team, refresher/advanced training for existing team members, and get staff up to speed with basic customized queries/reports to help with their fundraising efforts


  • Oversee gift entry, daily transactions, and gift acknowledgments, ensuring the accuracy of constituent data and information into the database
  • Lead on reporting and metrics tracking, list segmentation, and list pulls
  • Manage the check, credit card, stock, and online donation process and assist in the reconciliation of gifts, as necessary.
  • Quickly become the subject matter expert regarding software tool functionality. Effectively communicate how various functions can be used to meet department needs.
  • Serves as point of contact for the Philanthropy team with questions about or problems with the use of the database, and will serve as the liaison to vendors and technology services for troubleshooting issues.


  • Keep abreast of industry trends and effectively utilize data to evaluate and interpret constituent needs and behaviors in order to recommend new services or new methods to engage constituents. Remain current in trends associated with database technology and data management in order to evaluate and recommend tools and processes.
  • Together with the Individual Giving Manager, identify, research and analyze prospects for mid-level and major gift cultivation and solicitation.
  • Develop and execute strategies to ensure that newly identified prospects are presented and assigned to appropriate Philanthropy team members in a timely manner and a system for effective follow-up.


  • 3 to 5 years experience administering Salesforce in a non-profit context
  • Skill in strategic database segmentation
  • Attention to detail and commitment to accuracy in all aspects of work
  • Proficiency with Microsoft Word, Google Suite, Excel
  • Excellent organizational skills and ability to prioritize tasks
  • Strong interpersonal skills and demonstrated ability to connect with all members of the community and ability to creatively solve problems by working collaboratively with stakeholders
  • Ability to maintain absolute confidentiality and the integrity of all aspects of information disseminated within or external to the school community


  • Excellent written and verbal communication skills
  • Knowledge or experience in the energy or environmental sector
  • Familiarity with the rules and restrictions associated with working for 501(c)3 and 501(c)4 charitable organizations.


  • A personal commitment to being a part of an inclusive and just workplace, including a commitment to being on a journey with Vote Solar to develop personal, and inter-personal core competencies related to diversity, equity, inclusion, and justice.
  • Passion for building strong new capacity at a growing organization.
  • Comfortable working in a remote team setting, with demonstrated ability to be self-motivated.

Vote Solar’s organizational culture values humor, kindness, and respect in interpersonal relationships, working hard and effectively, and a passion for driving climate progress.



The salary range for this position is $68,000 - $75,000. Vote Solar provides full-time staff with a competitive package, including 3 weeks of paid vacation in year one and 4 weeks starting in year two, 12 days of sick leave and 4 days of personal leave. We also offer 100% employer-provided health, dental, and vision care for both the employee and dependents; a retirement savings plan and an employer match of up to 3.5%; and a paid parental and medical leave policy for full-time staff who have worked for Vote Solar for at least one year.



This position will ideally be based at an existing Vote Solar office, with a preference for New York, NY or Oakland, California (position is currently remote due to COVID-19).

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