Manager, Databases and IT

Position Title: Manager, Databases and IT

Status: Full Time

FLSA:Exempt
Location: Hybrid Washington, DC Preferred or Remote JOB SUMMARY & KEY PRIORITIES

The Manager, Databases and IT works closely with department leaders to define database requirements and implement strategic solutions for Development (fundraising), Programs, MarComm, and Operations. These solutions will be implemented using our primary database/CRM, Salesforce, as well as a variety of other databases including our project management tool (ClickUp), digital asset management (Google Drive), and more. The Manager, Databases and IT will need to comfortably edit and customize the Salesforce environment to support automations; provide training to transition and maintain our team's ability to self-serve their needs to create reports and dashboards; maintain availability and performance of the our databases; ensure data accuracy and integrity; research, advise on, and activate new features; educate and support users, and more. The Manager, Databases and IT will help configure and support 3rd-party integrations with our databases. This position reports to the Director of Technology and does not have any direct reports.


ABOUT ACTIVE MINDS

Active Minds is the largest nonprofit in the United States mobilizing youth and young adults to transform mental health norms across society. For more than 20 years, we have equipped the next generation of peer mental health advocates through a variety of programs, including the Active Minds Chapter Network, A.S.K., and Send Silence Packing. Our advocacy, initiatives, and campaigns foster lasting change in how youth view and discuss mental health, encouraging them to use their voices to influence broader conversations and inform mental health supports within their communities. Together, we are building a diverse movement of champions committed to improving mental health for all.
KEY RESULTS:

Leadership & Strategy (25%)

• Identify and analyze operational challenges across departments to recommend design of process improvements, while implementing sustainable CRM business practices
• Support the Director of Technology in creating and updating general IT user policies and procedures around naming conventions, and Standard Operating Procedures to support each department
• Getting to the "why" and "how" of each work request, and applying critical thinking in processing tickets to help avoid technical debt and database inconsistencies
• Support the Director of Technology with regularly evaluating our technologies for redundancies, cost savings, security reviews and managing features
• Review requests from different teams for new software procurement and make recommendations to the Director of Technology and Director, Operations and Special Projects
• Support the Director, Operations and Special Projects and Director of Technology with general IT software system configuration
• Occasionally lead or work directly alongside IT contractors to support large projects/work overflow, including the delegation and management of tickets

Database Administration (30%)

• Salesforce:
  • Standardization and cleanup of our data, including pro-active quarterly maintenance.
  • Manage, lead, and support our Salesforce database configuration, as well as 3rd party integrations
  • Serve as primary Salesforce support contact for users for general requests on an ongoing basis
  • Provide regular training and support to teams to help them be able to self-service where possible, and manage the tickets where self-service is not possible/feasible
  • Stay informed and advise IT of new Salesforce features, functionality, and integrations to provide recommendations for process improvements
  • Optimize the system in response to user needs and in alignment with the CRM strategy and the technical roadmap provided by the Director of Technology
• Other Databases (DAM, Project Management, etc.):
  • Coordinate and implement the rollout of the new project management (PM) system and digital asset management (DAM) system in conjunction with the technical committee
  • Maintain PM/DAM systems: stay apprised of new features, regular data cleanup and system audits, training staff as needed, and supporting Operational needs of writing policy & procedures surrounding these systems
  • General support and system configuration of other existing and new databases as they are implemented (namely 3rd-party systems that integrate with our primary databases, such as a mailing list system, a policy/action-center system, etc.)

IT Management (30%)

• Lead the technical committee through monthly meetings to help implement key strategic goals for IT with support from the Director of Technology; prepare meeting agendas in advance
• Identify and analyze operational challenges across departments to recommend design of process improvements, while implementing sustainable CRM business practices
• Support the Director of Technology in creating and updating general IT user policies and procedures around naming conventions, and Standard Operating Procedures to support each department
• Getting to the "why" and "how" of each work request, and applying critical thinking in processing tickets to help avoid technical debt and database inconsistencies
• Support the Director of Technology with regularly evaluating our technologies for redundancies, cost savings, security reviews and managing features
• Review requests from different teams for new software procurement and make recommendations to the Director of Technology and Director, Operations and Special Projects
• Support the Director, Operations and Special Projects and Director of Technology with general IT software system configuration
• Occasionally lead or work directly alongside IT contractors to support large projects/work overflow, including the delegation and management of tickets

Other duties as assigned (15%)

• Weekly drop-in office-hours for staff to get IT support on any related topic/need
• You may be assigned to IT/database-adjacent tasks on a regular basis as a small percentage of time

QUALIFICATIONS

About You

• Accustomed to working with multiple stakeholders on multiple projects with different deadlines simultaneously
• Organized and a stickler for details, quality control, and technical documentation with a desire to minimize/avoid technical debt at every possible opportunity
• Able to exercise autonomy as the resident Salesforce expert, as well as serve as a team player
• Self-starter with a positive attitude who enjoys working proactively and thinking creatively
• Clear communicator who can translate tech-speak for colleagues and empower others' understanding and confidence in using the system; comfortable working directly with staff of varying roles and functions on a regular basis
• Ability to gather and synthesize information from a wide variety of people and sources
• Advocate for social entrepreneurship and a believer in young people making an impact
• Experience as a leader in technology with the ability to analyze needs, plan and review multiple solutions, identify pros/cons of each approach, select the best fit, and implement as the lead developer/administrator/etc. the solution end-to-end

Requirements:

• 6+ years of experience as a Salesforce.com administrator. Salesforce Certified Administrator preferred. Preference for experience with NPSP and/or Nonprofit Cloud
• Experience working with database-like file systems, such as CSVs and spreadsheets, including general fluency in Google Sheets/Excel and understanding Boolean logic formulas/operators, VLOOKUP, etc
• Comparable professional experience in databases/IT systems management
• Ability to think critically and problem solve, taking into account both immediate and long-term needs and maintenance of the systems
• Proven ability to design and implement new processes and facilitate user adoption, as well as create technical documentation and training for them
• A documented history of successfully driving projects to completion
• Experience using modern project management systems, such as ClickUp, Monday.com, Jira, etc.; management experience of these systems preferred
• Bachelor's degree in IT, Database Administration, Computer Science, Software Engineering, or related field, preferred
• SOQL or SQL or other database programming language fluency are highly preferred
• Google Workspace management preferred

OUR CULTURE

Active Minds is a place where every employee matters. We value diverse perspectives, radical authenticity, and a community-driven approach. We dream big, offering flexibility to staff while we work to achieve our mission. As such, we are proud to offer competitive salaries and benefits and an environment that is friendly to remote working and life/work balance.

Active Minds is an equal opportunity employer that works to advance racial equity and social justice in an increasingly multicultural and globally connected world. We value diverse experiences, including with regard to educational background, intersectional identities, and lived experiences. We make a particular effort to recruit people of color, LGBTQ individuals, people with disabilities, and people with other marginalized identities. Active Minds encourages all to apply for our open positions as we depend on a diverse staff to carry out our mission.
COMPENSATION

This position offers an initial salary of $68,250 along with robust benefits. The starting pay for this position is equal to others at the same level throughout the organization. Candidates whose experience meets both the minimum and preferred qualifications may be considered for a starting salary that exceeds the current amount. The role sits within Active Minds Level 4 salary band, and as such, has the potential to grow to $96,600 over time. FLSA Status: Exempt.

Active Minds has an industry-leading and competitive benefits package that includes Health, Vision and Dental Insurance, Paid Vacation and Sick Leave, Paid Holidays, Company Wide Mental Health Days, 401(k) Matching, HSA and FSA Options, Life Insurance, Short Term, and Long Term Disability, Fully Paid Parental Leave, Wellness Reimbursement Program, and Professional Development Stipends.

Active Minds recruits, hires, trains, compensates, and promotes our staff regardless of race, religion, color, national origin, sex, gender, sexual orientation, disability, age, veteran status, and other protected status as required by applicable law.

ACTIVE MINDS RECRUITING PROTOCOLS

• Active Minds will never ask an applicant to send - and Active Minds will never send an applicant - a check or any payment or item of value (such as a gift card) in connection with the interview process or job onboarding process
• Active Minds will never ask for personal information about an applicant (such as their Social Security number or banking information) until the job onboarding process;
• Active Minds will never extend a job offer without first conducting multiple rounds of video interviews. The Active Minds interview/hiring process will always include at least 3 virtual interviews
• All legitimate Active Minds job offers are extended verbally by the HR/People & Culture Team
• If you are expecting an email from Active Minds, please always verify that the sending domain in the email is activeminds.org and NOT any variation of it

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