Membership and Donor Database Manager
The Membership and Donor Database Manager (MDDM) maintains, and ensures the integrity of MITA’s CRM system (Salesforce) and supports MITA’s fundraising and advancement efforts through database management and customer service. The MDDM serves as a first point of contact for MITA members, donors and the general public and responds to inquiries related to membership status, events, trip planning, and general questions. The MDDM is an essential member of the MITA staff and advancement team and plays a key role in the coordination of MITA’s membership program.
Reporting to the Director of Advancement, the key responsibilities of the MDDM include:
- Data management and integrity:
- Enters memberships, donations, pledges, and constituent information accurately; performs regular data audits to ensure accuracy.
- Records gift documentation of gifts.
- Pulls lists, creates and runs reports, and suggests and implements operational improvements.
- Performs quarterly NCOA (National Change of Address) updates.
- Gift processing and acknowledgement:
- Generates tax receipts and personalized acknowledgment letters, ensuring that members and donors are acknowledged within three business days of gift receipt.
- Coordinates all tasks related to member fulfillment, such as confirmation emails, Maine Island Trail Guide mailings, incentive items, management of the member portal and autorenewal, and access to the MITA App.
- Reporting and analytics:
- Creates reports and dashboards on donor trends, campaign performance, and revenue. Tracks, reports, and analyzes member retention and renewal rates to identify trends and opportunities for improved engagement.
- System maintenance:
- Acts as the CRM administrator, managing user access, system updates, and third-party integrations.
- Serves as MITA’s “resident expert” on Salesforce and all data contained within the database.
- Member and donor stewardship:
- Supports the team by creating mailing lists and segmenting data for direct mail campaigns and email campaigns and blasts.
- Develops and maintains reports for direct appeals, emails, campaigns, publications, events, donor rolls, grant opportunities.
- Assists with and attends member/donor events.
- Customer service and office support:
- Serves as first point of contact for MITA members, donors, and the public, answering inquiries via telephone, email, and in person.
- Manages the general functions of the office, including handling mail, tracking office supplies, assisting with billing and Accounts Payable, and fulfilling MITA Gear Shop orders.
Qualifications:
- A minimum of two years of related experience in a database administrative position including nonprofit and fundraising.
- Demonstrated proficiency in Salesforce database administration.
- Proficiency with Microsoft Office applications, particularly Excel, Word, and mail merge functions. Experience with Google Workspace, Mailchimp, and Form Assembly is a plus.
- Ability to assess problem situations regarding the database and record keeping, and to identify causes and gather/process information for resolution.
- Demonstrated ability to work with a high level of accuracy and manage confidential and sensitive information.
- Excellent organizational, communication, interpersonal, and time management skills focused on providing excellent customer service to members, donors, and constituents.
- Ability and desire to work collaboratively in a team setting to achieve goals.
- Bachelor’s degree preferred, or equivalent.
The MDDM works in an office environment, Monday – Friday during normal business hours, with flexibility to work from home two days each week. The MDDM is available to support special events on evenings and weekends, as needed. This role is Full Time, Salaried, and Federal Fair Labor Standards Act Exempt.
About MITA: The Maine Island Trail Association (MITA) is dedicated to the protection and enjoyment of the wild islands of coastal Maine. We are privileged to steward a 375-mile recreational water trail that spans the entire Maine coast, comprising 240 sites available for day visits or overnight camping. As a membership-based nonprofit, we endeavor to advance environmental stewardship, responsible recreation, and sustained access to some of the most scenic natural places in our state. Consider joining our small, enthusiastic team in pursuit of a worthy mission!
Compensation: This is a full-time position with benefits including health insurance, vacation and sick time, paid holidays, and a retirement plan. The annual starting salary range for this role is $55,000 to $62,000 commensurate with experience.
To Apply: Interested candidates should submit a resume and cover letter by April 24, 2026 that conveys relevant skills and qualifications to search@mita.org with “Membership and Donor Database Manager” in the subject line.
For more information about MITA, please visit mita.org.
MITA is an Equal Opportunity Employer committed to enhancing the diversity of its staff and members. MITA reserves the right to perform background checks as a condition of employment.
