Data & Systems Manager

POSITION OVERVIEW

Everyman Theatre seeks a Data & Systems Manager to serve as the organizational nucleus for data, CRM, and reporting functions across earned revenue (marketing, education programs, and box office), contributed revenue (philanthropy), and finance operations. This is a cross-departmental role — not a data entry role — for someone who understands that trusted, accessible data is the backbone of audience development, donor relationships, and sound business decisions.

Everyman is at an inflection point: growing its revenue, strengthening its CRM infrastructure, and investing in the people and systems that will support that growth. This is a broad, cross-departmental role designed to support operational efficiency and data-driven analysis and action that will build depth over time. Initial priority responsibilities will be establishing strong CRM administration, data governance, and reporting infrastructure. Other areas of impact, including deeper cross-system integration work, will be phased in as these foundations are established, in partnership with the relevant teams. 

The Data & Systems Manager will come in with authority and mandate to establish best practices, create documentation where none exists, and build staff confidence in our data so that it may effectively inform business strategy. The goal is not to be the only person who can pull a report; it is to build the systems and train the people so that quality data is within reach for everyone.

This position reports to the Director of Philanthropy and works in close partnership with the Director of Marketing & Communications as well as the Finance, Education, and Ticketing/Box Office teams.

PRIMARY RESPONSIBILITIES

Systems Ownership & Data Governance

• Serve as primary administrator and subject matter expert for our CRM platform (currently PatronManager/Salesforce), overseeing user access, data integrity, naming conventions, and system configuration.
• Develop and maintain written documentation for all database standards and procedures (naming conventions, data entry protocols, segmentation logic) ensuring consistency across departments.
• Lead or actively support any future CRM evaluation or migration, bringing platform-agnostic expertise and a focus on long-term organizational fit.
• Serve as primary liaison with CRM vendor support, IT partners, and third-party integrators.
• Stay current on platform updates and industry best practices; translate these into actionable guidance and staff training.

Reporting & Data Analysis

• Build and maintain dashboards and reports serving the strategic and day-to-day needs of Marketing, Philanthropy, Finance, and Education.
• Develop recurring reports tracking key performance indicators: subscription and single-ticket sales, donor retention and acquisition, year-over-year fundraising, and audience engagement trends.
• Evaluate user data against other online metrics, such as social media engagement, email open rates, display-ad retargeting, household income, etc., to create a full profile of the customer within our CRM.
• Create compelling data visualizations and board-ready materials that support senior leadership in presentations and organizational decision-making.
• Support monthly and year-end financial reconciliation by ensuring accurate data flow between the CRM and financial systems. 

Philanthropy Support

• Build and maintain a moves management infrastructure within the CRM, enabling the Philanthropy team to track donor relationships, stewardship activities, and solicitation pipelines.
• Oversee the setup of fundraising appeals, campaigns, and pledge tracking; ensure accurate and timely recording of gifts and acknowledgments.
• Generate reports for grant reporting, board fundraising dashboards, and campaign analysis.

Marketing & Box Office Support

• Collaborate with Marketing leadership to integrate frameworks and standards for audience segmentation in the CRM so that marketing staff and part-time support can reliably pull targeted lists and measure campaign performance.
• Collaborate on subscription and single-ticket campaign setup, including pricing structures and event instances in the CRM; ensuring the marketing and audience services teams can effectively initiate external communication plans and sales.
• Support and collaborate with the Patron Communications Coordinator on data and CRM-related aspects of the patron purchase path, including account setup and use, demographic tracking, and easing online exchanges and ticket selection.
• Support box office and front-of-house teams with patron account management and data questions as needed.

Education Support

• Assess how education program engagement (currently tracked separately in CourseStorm) could connect to patron profiles, and implement the most effective approach to support cross-departmental tracking and reporting. 
• Build and maintain reporting capabilities that support Education, Marketing, and Philanthropy in tracking impact metrics they define, including class and activity planning, targeted messaging, grant reporting, and engagement dashboards. 

Training & Organizational Capacity

• Lead CRM onboarding for all new staff and conduct refresher trainings when the platform updates or workflows change.
• Develop and maintain a library of written SOPs and how-to guides accessible to all staff.
• Build organizational data literacy, helping colleagues understand not just how to use the system, but why data quality matters.
• Support and participate in the exploration and adoption of emerging tools to streamline data entry, tracking, and analysis.

QUALIFICATIONS

Required

• 4–6 years of experience in database administration, CRM management, or data operations, ideally in a nonprofit arts organization or comparable mission-driven environment.
• Experience with Salesforce-based CRMs or performing arts platforms (PatronManager, Tessitura, Spektrix, or similar); genuine comfort adapting to new systems.
• Strong analytical skills with ability to translate data into clear, actionable insights for both technical and non-technical audiences.
• Interest in exploring how AI tools can integrate with CRM reporting and a desire to research and review latest tools available towards gathering data.
• Proficiency in Excel including pivot tables, VLOOKUP/XLOOKUP, and data hygiene practices; experience building reports and segmented lists.
• Experience developing or maintaining data governance standards: naming conventions, duplicate management, entry protocols.
• Excellent written communication and demonstrated ability to document processes clearly for a non-technical audience.

Preferred

• Experience supporting both development/fundraising operations and earned revenue/marketing functions.
• Familiarity with financial reconciliation workflows and integration between CRM and accounting software.
• Experience with email platforms (Emma, Mailchimp, or similar) and CRM integration.
• Project management experience and ability to manage competing departmental priorities.
• Proficiency in SQL or comparable data querying skills; experience using these tools to build reports and extract data within a CRM environment.

ABOUT THE POSITION

• Full-time exempt position. Salary range: $68,000 - $75,000, commensurate with experience.
• Everyman is an onsite-first organization. As a live performing arts institution, our work happens in person, and being present in the building is part of how our teams collaborate and connect. That said, we offer flexibility for periodic remote work and trust our team to manage their time in a way that supports both their well-being and their impact.
• Everyman Theatre provides 100% medical coverage for medical, dental, vision, and life insurance including both full premium and full deductible coverage.
• 401(k) plan with pre-tax contribution eligibility and employer match after six months of service.
• Paid time off includes 3 weeks of vacation, plus holiday, sick, and personal days.
• Complimentary and discounted tickets to performances and discounts to classes for employees and families.