Fundraising Systems & Processes Manager

Business Unit Description

AARP is a nonprofit, nonpartisan organization, with a membership of nearly 38 million that helps people turn their goals and dreams into 'Real Possibilities' by changing the way America defines aging. With staffed offices in all 50 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands, AARP works to strengthen communities and promote the issues that matter most to families such as healthcare security, financial security and personal fulfillment. AARP also advocates for individuals in the marketplace by selecting products and services of high quality and value to carry the AARP name.  As a trusted source for news and information, AARP produces the world’s largest circulation magazine, AARP The Magazine and AARP Bulletin.

AARP Foundation is AARP’s 501 c3 charitable affiliate.  We are a public charity with revenue from federal agencies, corporations, foundations and individuals.  AARP Foundation’s vision is a country free of poverty where no older person feels vulnerable.  Staff are located in Washington DC and throughout the US. 

Every year, AARP Foundation helps millions of struggling older adults 50 and over win back opportunity by being a force for change on the most serious issues they face each day.  Through the Foundation’s many groundbreaking and innovative programs and services, we create and advance effective solutions to meet their basic needs for nutritious food, safe and affordable housing, adequate income and much-needed personal connections.

Summary Statement

The Fundraising Systems & Processes Manager (FSPM) is a dual employee, responsible for the management, administration and oversight of all fundraising database systems and related data interfaces. Oversees all data flow and processes. Conducts process mapping and engineers efficient processes and strives for optimization. Collaborates across AARP Foundation and AARP to ensure clear and consistent practices regarding housing of constituent information, and integration of such information with other AARP systems.  

The position oversees Revenue and Acknowledgement Associate, Research Analyst, and the System Analyst positions.

Supports Donor Services unit by providing system and process driven solutions.  Reports to Director, Development and Donor Services.

Responsibilities

1. Responsible for the day-to-day management of the fundraising CRM systems across Development including Direct Response CRM (Money Maker), Advocacy Direct Response CRM (Money Maker), Major Gifts/Planned Gifts CRM, and other systems as needed.
   1. Make strategic recommendations relating to the use of the fundraising database. Establish Glossary of terminology pertaining to fundraising metrics. Publish up to date codes to super users, maintain codes in the system, conduct annual code audits, and remain the main hub for creating new codes within all fundraising systems. 
   2. Participate in all new campaigns/fundraising projects to capture data needs and facilitate adequate data architecture and code design. Document, test, and roll out. Collaborate with other AARP units impacted such as IVS and IMAX teams to ensure all key players are informed accordingly.
   3. Implement successful change management pertaining to systems as business evolves. Conduct annual audits of existing codes and data structure. Archive changes, communicate and educate other team members and super users on all changes in all systems.
   4. Oversee the security protocols for accessing the fundraising database; manage user access.
   5. Support training and orientation of new staff regarding the general functionality of the database system;  support ongoing training for current staff
   6. Oversight of new system(s) and process evaluation; execution of any implementation plans and problem solving for any issues that develop

 

1. Responsible for Data Management (DM)
   1. Establishes and maintains policies and quality control procedures necessary for data integrity in all systems across Development. Establish and manage protocols around constituent data update performed internally by Donor Services team or externally by our vendors.
   2. Establish and maintain key fundraising data structure such as stewardship and solicitation treatment coding structure. Ensure Donor Services is up to date on current business processes and coding system.
   3. Report on Key Performance Indicators regarding data integrity in all systems.
   4. Analyze gaps and error-prone processes, recommend solutions, and collaborate to ensure effective implementation of such enhancements geared to improve data quality.
   5. Establish and maintain an archival of “main database of record” for each data element. Ensure proper data is updated in its right environment to support business needs. Derive clarity, resolve data redundancy and promote clean and consistent information housing and up-keep protocols.
2. People Management (PM)
   1. Manage the Revenue and Acknowledgement Specialist, Research Analyst, and the Systems Analyst positions.
   2. Oversee quality of work, provide day to day support, prioritize work, and ensure cross training and business continuity.
   3. Provide one on one meetings, team building, and career coaching support.

 

1. Responsible for designing and implementing proper integration between various fundraising systems along with all other relevant data platforms across the association. Assess and recommend best approach regarding data integration (ad hoc appends, automated Integration, API, WebServices) for each system based on business needs.  Remain the main resource on all such data integrations. Conduct annual audits to ensure business needs remain met through existing integrations. Recommend and manage enhancements as needed.
    
2. Manage key fundraising processes, as well as data flow between various systems and vendors. Conduct business mapping, recommend best practices, optimize when possible, automate when possible, and promote a standardized process when applicable.    Manage oversight of back-end processing and systems, keying, coding and donor file management as related to fundraising programs conducted in house via the Donor Services team or through external vendors. 
3. Manage all contracted services for core Development systems vendors (listed above), including contract extensions, SOWs, invoicing and payment, and manage the day-to-day commitments to ensure we remain on target.  Services and suppliers to also include in-house services and client service agreements.
   1. Amend current contracts based on new work or revisions to current contracts/SOW; work with Procurement and Legal to implement and execute
   2. Oversight Purchase Order/Invoice process to ensure timely payment of Development and Donor Services expenses.
4. Manage all Development fundraising systems vendors (CRM and other tools as appropriate).  Remain the communication hub for all vendors. Conduct quarterly meetings; ensure the scope of work remains up to date to meet needs. Manage vendors’ work for accurate and timely delivery.
5. Adhere to all applicable laws and follow ethical standards for charitable giving, as defined by the Association of Fundraising Professionals and the National Committee on Planned Giving.

Requirements

Completion of Bachelor's Degree OR 7+ years of successful fundraising database experience supporting large and complex fundraising programs.  

Experience with executives and vendors recommended. 

Successful experience managing databases, system integrations, working with a large team, supporting multiple projects and project management. 

Ability to identify and create systems and procedures. 

Prior experience with managing Donor Services and staff management is preferred

Benefits Offered

 AARP offers competitive benefits with a 401K, 100% company funded pension plan, health, dental, vision and life insurance, STD/LTD, paid vacation and sick, and other benefits.

Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.  AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.