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Database Coordinator

Job Description
Organization: 
American Cheese Society
Organization Type: 
501(c)(6)
Job Location: 
Denver Metro
Type of Job: 
Full-time
Job Category: 
Administrative | Development | IT
Job Description: 

ABOUT ACS

This is a great time to join the ACS Team! We’re on a mission to shape the future of the cheese industry for our members. We’ve been supporting the understanding, appreciation, and promotion of artisan, farmstead, and specialty cheeses produced in the Americas since 1983, and we’re just getting started. Your work will help ensure our members are able to survive and thrive through education, programming, and research to enhance the greater cheese community and industry.

POSITION SUMMARY

The Database Coordinator is responsible for accurately collecting and managing all association data, ensuring that staff know how to properly use the database for their specific needs, and providing exceptional internal and external customer service. This position requires someone who is detail-oriented, comfortable in a flexible, fast-paced environment, and possesses strong multi-tasking capabilities.

Areas of Responsibility

DATABASE ADMINISTRATION

  • Oversees and maintains the integrity and accuracy of the membership database 
  • Administrator for Judging & Competition databases (currently housed in Access and Wordpress)
  • Serves as staff expert and primary administrator, ensuring accuracy and integrity of all data, acknowledgement, and reporting capabilities.
  • Develops and implements policies and procedures for database use to ensure seamless operation, security, and financial reconciliation.
  • Provides ongoing training and information updates for all staff members, updating database procedure manual regularly.
  • Serves as liaison with database vendor, negotiating contracts, renewals, and assessing partnership for request for proposals.
  • Identifies database concerns and recommends course of action to leadership for resolution.
  • Stays abreast of system changes and updates, notifying staff of database upgrades and impacts to operations.
  • Identifies and recommends procedures, software, and solutions to maintain/enhance accuracy, integrity, and efficiency of database(s) and their use.

DATA ENTRY

  • Responsible for database maintenance, including entering data and updating records 
  • Processes and properly allocates incoming revenue payments and gifts following ACS/ACEF protocols in accordance with IRS standards, entering payments in a timely fashion.
  • May collect payments from members and external constituents as appropriate when needed.
  • Organizes and maintains all revenue and gift documentation and hard copies as appropriate for audit needs and member giving records.
  • Generates acknowledgements for all revenue and gifts.
  • Manages coding for appeals, solicitations, event registration/attendance, constituency/affinity codes, and relevant notes in database for information collection and consistency.

REPORTING

  • Coordinates and prepares monthly A/R reports for reconciliation, working closely with contracted Accountant and Marketing & Development Director to ensure accuracy of A/R.
  • Ensures that report formats are easy to understand, user-friendly, and suitable for a broad range of stakeholders including staff, Board, membership, and media.
  • Responsible for tracking and reporting on data and trends, providing timely, efficient, and accurate updates.
  • Works with staff to develop and provide exports for mailings, financial reports, etc. in a timely fashion in support of deadlines, providing follow-up and support as requested.
  • Creates help desk/request system as appropriate for communication flow and output needs.
  • May conduct research on prospective corporations, foundations, and individual donor prospects as needed.

ADMINISTRATIVE/EVENT SUPPORT

  • Answers phones, serves as back-up office support as needed, providing excellent customer service and welcoming environment for guests and members.
  • Provides direct support leading up to and on-site for ACS Annual Conference for events, registration, and sponsorship data entry administration.
  • Manages setting up events in database ensuring end-user functionality, tracking and processing registrations, sending confirmations/tickets/invoices as needed.
  • Serves as on-site event financial manager, responsible for daily accounting for on-site registration and sales including end of day close-out, lockbox, cash-out, cash on hand to make change, credit card processing/equipment, etc.
  • Creates and maintains position’s standard operating procedures manual, including updates and training for staff as applicable
Requirements/Qualifications
  • Bachelor’s degree in Computer Science, Information Technology, or related field with relevant work experience.
  • A minimum of three to five years experience in non-profits/associations with data entry/database management experience.
  • Comfortable working with Microsoft Office suite of products (Access databases)
  • Emotional intelligence, intuitive, good listener, team player.
  • Strong attention to detail, accuracy, and excellent organization skills.
  • Ability to identify challenges and make recommendations for improvements to increase efficiencies.
  • Diplomatic with understanding of protocol and tact.
  • Ability to prioritize tasks to make most effective use of time and resources.
  • Energetic, bright, positive, productive and enjoys fast pace and variety.
  • Maintains discretion where sensitive and confidential issues are concerned.
  • Ability to travel to ACS events, working extra hours as needed.
  • Reliable and honest with a positive outlook, remaining calm under pressure.
  • Desire to be a part of a healthy organizational culture that encourages teamwork, collaboration, and growth with a fun, collaborative spirit
  • Knowledge of the specialty foods market and/or interest in gourmet foods preferred, but not required
Compensation/Benefits

ACS offers a salary range of $45k-$52k annually based on qualifications, a casual and collaborative work environment (yes, with cheese days!), and the following benefits:

  • Health insurance
  • Optional Vision/Dental insurance
  • Life Insurance
  • Simple IRA with matching contribution
  • Professional Development
  • Paid Vacation Leave, paid Health & Wellness days, 12 Annual Holidays, Compensatory Time
  • Work From Home Time
  • Annual travel to the national conference, additional travel opportunities may arise/be required
How To Apply

Please submit the following via email to hr@cheesesociety.org with “Database Coordinator” in the subject line:

  • Resume
  • Cover Letter
  • Three professional references

Applications accepted and reviewed on an ongoing basis in the order received until position is filled. No phone calls please. Due to the volume of applicants, only candidates of interest will be contacted. Please note that this position is based in Denver, Colorado. Relocation not offered.

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