aaa Database Administrator - Part Time

Job Description


The Database Administrator is responsible for maintaining the Outcomes Database (currently Social Solutions/Apricot) by helping ensure that data is entered and processed accurately and can be extracted reliably for use in grant reports, program evaluation and general program information.

Essential Functions:

  • Maintain and administer the database. Set up user accounts and user permissions, train users, set up forms and reports, import data from external sources (i.e. Survey Monkey, spreadsheets, etc).
  • Create and explain new reports, queries, and exports as needed for branch and Association staff and consultants. Work with Director of Grants and Foundation Relations to produce reports demonstrating program outcomes for grant proposals and reports.
  • Monitor and ensure data integrity of the database to involve: merge duplicate records, perform global changes, run audit queries regularly, correct data entry errors, etc.
  • Provide ongoing technical support and assistance to database users, including updating/maintaining data entry procedure guide.
  • Maintain data collection dashboard tracking programs’ progress towards data collection goals; work with Director of Grants and Foundation Relations to bring problem areas to the attention of appropriate staff.


This position reports to the Director of Grants and Foundation Relations, who reports to the Associate Vice President of Institutional Philanthropy. The incumbent interacts regularly with the Grants and Evaluation Team and any branch staff that have program supervisory roles and/or data entry and reporting responsibilities.


  • Values
  • Inclusion
  • Relationships
  • Decision Making
  • Quality Results
  • Philanthropy
  • Project Management

Additional Notes:

This job description represents the major functions of the position but is not intended to be all-inclusive. The incumbent is also responsible for taking direction from the Director of Grant and Foundation Relations, the Associate Vice President of Institutional Philanthropy, and the Chief Development Officer or their representatives in completing projects or performing duties deemed necessary for the branch or Association success.



Qualifications: Required

  • Minimum of 5 years of experience in administrative or related field
  • Minimum of 2 years of database experience
  • Computer and PC proficiency; experience with Microsoft Excel and Microsoft Word
  • Demonstrated time management, triage, and customer service skills
  • Knowledge of best practices in database management
  • Fast and accurate data entry skills
  • Ability to work with minimal supervision, using independent discretion and judgment
  • Demonstrated customer service orientation with the ability to develop and maintain effective relationships with program staff and supervisors of varying skill sets and abilities
  • Flexibility to support, as needed, the time-sensitive functions of grant reports and deadlines
  • Demonstrated written and verbal communication skills

Qualifications: Preferred

  • Experience with Apricot, CTK or other nonprofit/outcome databases

Work Conditions:

  • Ability to operate a computer for extended periods of time.