Salesforce Administrator (NPSP)

Job Description

Job Description

PRIMARY FUNCTION/PURPOSE:

 

The Salesforce Administrator holds the primary system responsibility and accountability for and will be the technical subject matter expert for Children’s Rescue Fund’s centralized database ecosystem in Salesforce. This role is responsible for the configuration, optimization, customization, data governance, and day-to-day administration of Salesforce Nonprofit Success Pack (NPSP), custom Case Management modules, and integrated third-party platforms (Formstack, Tableau) across CRF’s all shelter sites.

PRIMARY RESPONSIBILITIES:

System Support & Configuration

• Case Management Architecture: Oversee and enhance the agency-wide Case Management database utilized by program staff, data specialists, and administrators to record intake, housing placement, employment, substance abuse /CASAC, and youth services metrics.
• Integrations & Third-Party Applications: Administer and support connected AppExchange products and external tools, including Formstack (for forms/intake automation), Tableau (for advanced executive analytics), and donor management reporting metrics.
• Assist with Salesforce configuration, updates, and enhancements, including flows, validation rules, page layouts, and permission sets
• Support testing and deployment of new functionality
• Assist with sandbox and release management
• Support strong data security and confidentiality practices for sensitive client information

User Support & Training

• Provide helpdesk support for users of Salesforce and related tools
• Troubleshoot system issues and respond to user requests
• Deliver onboarding and training for system users across all shelter facilities
• Develop and maintain configuration documentation, user-facing how-to guides, and training materials

Data Quality & Maintenance

• Monitor and improve data quality through validation and cleanup
• Support data imports, exports, and routine system updates
• Promote consistent data entry practices across programs

Reporting & Analysis

• Build and maintain reports and dashboards
• Create, schedule, and optimize complex Salesforce and Tableau reports and dashboards to satisfy internal operational needs and external compliance/funder reporting requirements (DHS, OTDA, HRA, DSS, DYCD, OCFS, DOHMH).
• Support data analysis for program performance and reporting
• Assist with internal and external data requests

Implementation Support

• Assist with data migration and transition from legacy systems
• Support change management for Salesforce updates, including communicating changes, preparing users, and reinforcing adoption
• Vendor & Implementation Management: Collaborate closely with external technical consultants and managed service providers during platform upgrades, custom code deployments, and system enhancements.

SECONDARY RESPONSIBILITIES:

• Engage with department leaders (Programs, Operations, CQI, Workforce Development, Housing,) to identify operational bottlenecks and translate programmatic needs into scalable technical solutions
• Attend and actively participate in required agency, program, and quality improvement (CQI) meetings
• Stay informed on Salesforce seasonal releases, NPC/NPSP platform updates, and nonprofit technology best practices to recommend continuous platform improvements
• Maintain sandbox environments and follow change management protocols for testing and deploying configuration updates

Administrative Responsibilities:

• Maintain detailed technical documentation, data dictionaries, field mappings, and system architectural diagrams for all custom configurations
• Monitor data security controls, field-level security, and organizational sharing rules to ensure full compliance with client confidentiality standards (HIPAA/FERPA)
• In collaboration with the Director of CQI, generate performance evaluation reports as need and on regular schedules for effective management, monitoring and performance improvement and for executive leadership and board reporting
• Manage platform subscription licenses, renewal timelines, and account allocations to ensure fiscal efficiency

MINIMUM QUALIFICATIONS:

• Certifications: Active Salesforce Certified Administrator (ADM-201) required. Salesforce Nonprofit Cloud (NPC) Consultant or NPSP Specialist certification strongly preferred.

• Two years of experience as a Salesforce Administrator, in a nonprofit setting with either Nonprofit Cloud (NPC) or Nonprofit Success Pack (NPSP). Candidates with strong core Salesforce administration experience and demonstrated ability to learn nonprofit data models are encouraged to apply. Ideal hands-on experience includes:
  • Flow Builder including screen flows, record-triggered flows, and scheduled flows
  • User management, profiles, permission sets, role hierarchy, sharing rules, and Organization-Wide Defaults
  • Custom objects, custom fields, record types, and page layouts
  • Reports and dashboards including formula fields, joined reports, and dashboard filters
  • Data import and export using Data Loader and Data Import Wizard
  • Data quality, deduplication, validation rules, and routine data cleanup procedures

• Hands-on proficiency with Formstack, Tableau, and Data Loader.
• Strong understanding of nonprofit operational structures, shelter/case management workflows, and public grant reporting.
• Excellent analytical, evaluative, and problem-solving skills with meticulous attention to detail.
• Superior written and verbal communication skills, with the proven ability to explain technical concepts to non-technical human service staff.
• Ability to work independently with minimal supervision in a fast-paced environment while managing multiple project priorities.

OTHER REQUIREMENTS:

• Local travel to CRF shelter facilities throughout New York City may be required for staff training and site support.
• Light lifting and moving of computer hardware/peripherals weighing up to 20 pounds.
• May be required to work evening or weekend hours during major deployments or database migrations.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EEO Statement  – Children’s Rescue Fund is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.