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Database and Relationship Specialist

The Maritime Aquarium
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Database and Relationship Specialist

ORGANIZATION BACKGROUND 

The mission of The Maritime Aquarium at Norwalk is to ignite a connection to Long Island Sound and the ocean to enrich the lives of all people and inspire action to protect our blue planet. For more than 35 years, the Aquarium has played a significant role in shaping the landscape of Norwalk and the region. The second largest family attraction in Connecticut, and 50 miles from New York City, the Aquarium historically hosts nearly 500,000 guests annually. Its primary exhibits take guests on a voyage from the shallow salt marshes and estuaries to the depths of the Long Island Sound and the ocean beyond, culminating with habitats for sharks and harbor seals. Altogether, the Aquarium is home to over 8,000 animals and 285 species in 75 exhibits. A new 4D Theater offers a unique sensory film experience for guests. Its education programs introduce nearly 54,000 students, campers and scouts to marine and STEM education. The Aquarium is recognized as a top aquarium in the nation and is accredited by the Association of Zoos and Aquariums. It is an active participant in the local and regional community. The strength of the Aquarium is its 60 full-time staff, and part-time and seasonal staff, in addition to volunteers who contribute over 19,000 hours annually.  

The Maritime Aquarium at Norwalk, Inc. (TMA or the Aquarium) seeks a full time Database and Relationship Specialist reporting to the Senior Manager, Goal and Performance Management.

POSITION OVERVIEW

Reporting to the Senior Manager, Goal and Performance Management, the Database and Relationship Specialist plays a key operational role in supporting the organization’s fundraising efforts. Working closely with the Advancement and Finance Teams, the Database and Relationship Specialist is responsible for processing all donor contributions and drafting correspondence in a timely manner, ensuring precise financial reporting and reconciliation, and maintaining accurate donor and supporter records aligned with organization standards.

Professionalism, flexibility, and a rigorous attention to detail, along with a dynamic ability to cultivate relationships, are essential. This is a full-time, exempt position. Some early morning, evening, and weekend hours should be expected for time-sensitive needs and after-hours activities. 

PRIMARY RESPONSIBILITIES

  • Manage all gift processing and donor acknowledgement on time and aligned with organization standards
  • Collaborate with the Finance Team to reconcile fundraising revenue, prepare reconciliation reports and resolve discrepancies between the CRM and accounting systems
  • Generate reports to drive donor cultivation and fundraising efforts, including but not limited to revenue reports, mail/email campaign lists, donor giving histories and profiles, and giving trends/forecasting.
  • Provide logistical support for fundraising events, campaigns, and outreach initiatives, managing RVSPs, donor communication, compile event data, and partner with third party vendors as needed to manage resources related to agency wide events
  • Support donor pipeline and prospect management as needed
  • Serve in a relief capacity for Goal and Performance Management team members as needed to ensure operational/departmental continuity, team flexibility, and coverage
  • Maintain and update supporter information in the CRM and internal archives. Perform routine audits to ensure data accuracy and integrity
  • Attend occasional meetings and events outside of core business hours as needed
  • Support/lead special projects as requested

QUALIFICATIONS

Work experience

  • Minimum of 2-3 years fundraising and non-profit experience
  • Bachelor’s degree or equivalent experience in Business Operations
  • Knowledge of CRM operations or a demonstrated ability to learn to new technologies
  • Working knowledge of Structured Query Language (SQL) and HyperText Markup Language (HTML) a plus

Knowledge and skills

  • Commitment to the Aquarium’s mission, with an appreciation for the important role that the Aquarium plays in conservation, education and the life of a vibrant community.
  • Commitment to equity and social justice, and strong alignment with our organizational values.
  • Highly efficient administrator with strong time management skills, with a high degree of accuracy and attention to detail
  • Ability to self-organize, set priorities, handle multiple tasks simultaneously and flexibility to shift priorities as needed
  • Ability to maintain confidentiality at all times
  • Strong interpersonal skills across stakeholders including staff, volunteers, trustees, vendors, talent, donors and others; works well within teams, strong collaborator.
  • Excellent written and verbal communication skills.
  • Continuous improvement / problem solving mindset and way of working
  • Proficiency with Microsoft Office Suite and experience with fundraising databases.
  • Strong attention to detail
  • A willingness to work evenings, weekends and holidays as needed.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Maritime Aquarium is an equal opportunity employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply.