Description

About Southwestern Medical Foundation: 

Southwestern Medical Foundation is a nonprofit organization committed to advancing medicine through the support of medical research, care, and education. We were founded in 1939 by Edward H. Cary, M.D., Karl Hoblitzelle, and a group of community leaders determined to bring excellent medical care to the North Texas region. After establishing Southwestern Medical College in 1943—now UT Southwestern Medical Center—the Foundation began operating as an independent Texas nonprofit, working in close alignment with UT Southwestern to champion leading-edge initiatives.

Since our founding in 1939, the Foundation has awarded more than $1 billion in grants, primarily to support the mission of UT Southwestern Medical Center. This support has helped nurture one of the world’s preeminent medical research and academic institutions. We currently manage more than $1.4 billion in total assets, providing sustainable resources that advance medicine and breakthroughs. Our mission today continues through convening visionary leaders, philanthropists, and community partners to advance health care and improve lives in North Texas and beyond.

Our Core Principles:

       Purpose: We are guided by a mission greater than ourselves.

       Trust: We act in ways that earn and protect the confidence placed in us.

       Excellence: We bring focus, rigor and care to work that deserves our best. 

Duties and Responsibilities: 

The Database and Gift Processing Manager is responsible for the day-to-day administration and continuous improvement of the Foundation’s Kindsight constituent relationship management (CRM) system built on the Salesforce platform, and related integrated systems, while overseeing the accurate and timely processing of charitable contributions.

Working under the direction of the Sr. Director of Gift and Fund Administration, this role serves as the primary internal resource for CRM administration, data integrity, system integrations, troubleshooting, reporting, and process improvement. The position works collaboratively across the Foundation to understand business needs, coordinate system-related projects, and translate technical functionality into practical solutions for the team.

The successful candidate will be proactive, collaborative, technically curious, and highly detail-oriented, with the ability to independently manage responsibilities, follow issues through resolution, and identify opportunities to improve how the Foundation uses its systems and data.The duties and responsibilities include the following, though other duties may be assigned.

Data & Database Management (35%)

• Serve as the primary administrator of the CRM, maintaining data integrity, database protocols, security configurations, and data and process audits.
• Maintain accurate and detailed database, data entry, and gift-related procedures and documentation. 
• Update constituent records to ensure accurate and complete information.
• Produce segmented lists, dashboards, and reports to support fundraising, donor stewardship, and other Foundation activities.
• Analyze data to identify trends, improve processes, and support strategic decision making. 
• Partner with Foundation teams to understand data and reporting needs and develop practical solutions that improve access to information, efficiency, and decision-making.

 Systems Administration & Integrations (20%)

• Administer and support the day-to-day functionality of the Foundation’s CRM and other integrated systems, applications, and technology tools, partnering with the Foundation’s external IT provider for complex IT infrastructure, security, and technical support.
• Manage user access, permission sets, security settings, and system configurations.
• Monitor system integrations, troubleshoot issues, and coordinate with internal teams and vendors to resolve problems.
• Coordinate system updates, enhancements, testing, and implementation of new functionality.
• Partner with Foundation teams to understand business needs and translate those needs into practical system enhancements, workflow improvements, and more efficient processes.
• Provide thought partnership and analysis on use cases when evaluating new data system integration(s) and/or conversion(s).
• Provide training and ongoing user support for systems, applications, and workflows.
• Stay current on system capabilities, releases, and emerging tools relevant to the Foundation and proactively recommend opportunities to make better use of existing technology.

Gift Processing (40%)

• With a high level of detail, manage the daily processing of contributions and ensure that all gifts, ticket sales, sponsorships, and pledges are promptly and accurately entered, receipted, and acknowledged.  
  • Manage gift-related donor communications, including producing tax receipts, acknowledgment letters, and tribute notifications and ensuring appropriate supporting documentation is maintained.
• Responsible for custody of donations, ensuring timely deposit into the Foundation’s bank account(s).
• Track and monitor expected gifts to support accurate forecasting and reporting and maintain all gift records.
• Serve as liaison to the Finance and Accounting team and assist with gift-related reconciliations and reporting.
• Review gift documentation and perform appropriate due diligence to ensure gifts are properly documented, designated, and administered in accordance with donor intent and applicable regulations.
• Oversee the functionality of gift processing systems, including the creation and maintenance of online giving pages. 
• Maintain clear and accurate documentation of gift-processing procedures and proactively identify opportunities to improve efficiency, accuracy, and the donor experience.

General Administrative Responsibilities (5%)

• Perform routine administrative duties, including scheduling and coordinating meetings, taking meeting notes, reviewing branded inventory, and managing general office tasks
• Build collaborative relationships across the Foundation and contribute to a culture built on purpose, trust and pursuing excellence.
• Support Foundation hosted events as requested and with advanced notice, which may include weekday evenings.
• Perform other duties and responsibilities as assigned.

To Apply:

To apply for this position, please submit a cover letter and resume to hr@swmedical.org. 

Requirements

Education/Experience:

• Bachelor’s degree preferred. 
• One to three years experience administering Salesforce or a Salesforce-based CRM preferred; experience with Kindsight or Affinaquest a plus.
• Experience with grants management systems a plus.
• Experience with large-scale data system conversion, integration and user adoption, a plus.
• Experience in project management and non-profit operations preferred.
   

Preferred Skills:

• Ability to maintain confidentiality and discretion in sensitive matters, as well as follow regulatory standards related to data privacy, compliance and storage of records and documentation.
• Familiarity with IRS charitable contribution regulations, 501(c)(3) gifts, pledges, grants, and/or fund accounting standards.
• Experience with system administration, integrations, workflow automation, troubleshooting, and system training or implementation support.
• Experience with data management tools, including Microsoft Excel, Salesforce Data Import Wizard, Apsona, Linvio, and DataLoader.io, and/or with experience querying using SOQL and SQL.
• Interest in identifying and implementing practical AI applications a plus.
   

Physical Requirements:

The physical requirements and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.  

• Moderate stress level
• Moderate noise level
• Regular and predictable attendance
• Occasional standing and lifting of at least 20 pounds
• Long periods of sitting