Database and Grants Specialist - National

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Friends of the Children is looking for an extraordinary professional to join our expansion team. Are you flexible and ready to take on a wide range of grants coordination tasks? Is working for an organization that inspires you a critical aspect of your job search? We may have the perfect career for you.

Our model is proven to break the cycle of generational poverty for children who face the highest risks by providing professional mentors to over 1,000 youth across the country. We recently were awarded a $4 million White House Social Innovation Fund grant, as part of our efforts to raise a $25 million Expansion Fund. Over the next 4 years we will expand to at least three new cities and grow to serve over 1,600 youth. Thanks to our exceptional outcomes and relationships across the country, we have been named the Portland Business Journal’s 2015 #1 “Most Admired” Oregon nonprofit, and in 2014, we won the Social Impact Exchange National Business Plan competition in NYC, setting the stage for our scaling efforts.

As our Database and Grants Specialist you will effectively support Friends of the Children - National CRM (customer relationship management) software in order to track and manage our $25 million expansion fund. Maintain accurate prospect, donor and grants tracking information in Salesforce. Work closely with members of the Expansion team on the identification, solicitation, cultivation, and stewardship of major donors and prospects. Assist with grant management and monitoring processes for more than $6 million in government grants; work closely with National team to ensure accurate reporting and procedural compliance for all grants, including both government private grants;  support National and its subgrantees (chapters and affiliates across the country) to meet grant compliance and reporting requirements. Provide accurate and timely processing of gift and acknowledgment correspondence.

Essential Tasks

Database Management

  • Work with the Expansion team to track prospect and donors for our $25,000,000 expansion fund.
  • Serve as the primary administrator for the Salesforce grant management and donor database system and provide the necessary training to staff; write standard operations procedures as required.
  • Continually push the evolution of Salesforce by collaborating with colleagues on new ways to leverage system's functionality to address user pain-points and achieve goals.
  • Generate reports (internal and external), and customized, one-off reports on demand.
  • Assist with and provide recommendations regarding general analysis of lead, grants and compliance data.
  • Monitor, input, review, and approve data in Salesforce.
  • Maintain Friends of the Children's various databases so they are up to date and accurate.

 Gift and Grants Processing

  • Provide support to Expansion team to make sure that fundraising goals are met. Working with the Expansion team and senior Finance staff, help identify donors and gifts in achieving projected revenue plan.
  • Work proactively with Expansion team to review and revise criteria and make recommendations for targeted mailing lists, alignment with best practices, and optimal usage of prospect and donor data.
  • Review and correct prospect and donor mailing information in lists and database, and provide final scrubbed list to senior staff for review.
  • Respond to requests for unplanned mailing lists, donor and gift data in a timely manner.
  • Enter and update gift and donor records in Salesforce to efficiently provide accurate contribution revenue reporting and donor acknowledgment correspondence.
  • Input daily contribution (cash and Gift-In-Kind) details into Salesforce in accordance with Gift Batch Entry processes.
  • Produce donor acknowledgement letters and receipts for President’s signature within 48 hours of gift receipt.  Scan and file signed letters in organized, retrievable manner.
  • Manage matching gift applications and tracking.

Grants Compliance and Monitoring

  • Work collaboratively with the Finance team to ensure compliance to state statutes, agency regulations and specific grant requirements.
  • Work with National team to ensure an accurate, timely, efficient and transparent process for the entire grant life cycle, from proposal to close.
  • Assist with subgrantee monitoring processes, including collecting and analyzing data, documenting results, and identifying and discussing implications.

Knowledge, Skills and Abilities

  • Experience managing and maintaining CRM data, including thorough experience in reporting, data, processes and campaigns.
  • Experience with Salesforce administration and implementation preferred.
  • Understanding of fundraising cycles and best practices, donor engagement strategies, and donor stewardship is required. Experience with grants or donor tracking systems is preferred.
  • Ability to define problems, collect data, establish facts, and draw conclusions.
  • Demonstrated ability to manage multiple projects concurrently under deadline pressure and changing priorities.
  • Ability to communicate effectively across a broad spectrum of staff, both orally and in writing, is required.
  • Strong focus and acumen with data, reporting and analysis.
  • Attention to detail and accurate data entry skills.

Education and Experience

Bachelor's degree and minimum of two years’ experience in database administration or grant and funding development which could include laws, regulations and agency practices.

Want to know more about how you can help expand the reach of Friends of the Children as a Database and Grants Specialist?  Find the full job description at:

Location: Portland, OR
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