Fullfillment & Database Coordinator

Deadline June 15, 2023

APPLY NOW: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=5468468

Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring a Fulfillment and Database Coordinator. This position reports to the Director of Membership and is an integral part of a small team that values communication and collective problem-solving. The Fulfillment and Database Coordinator provides essential administrative support to the membership department and is responsible for accurately maintaining membership data as well as managing the fulfillment of member acknowledgements and renewal notices. This is an excellent opportunity for someone who enjoys working independently, is meticulous, and who has computer and database proficiency, seeking to apply those skills at a vibrant, world-class cultural organization.

This position works from Portland Japanese Garden’s Sylvan Office, located off the Sylvan exit of Highway 26.

COVID-19 VACCINATION POLICY: For the safety of our staff, volunteers, and guests, Portland Japanese Garden requires all staff and volunteers to be vaccinated against the COVID-19 virus, including the initial booster vaccine. Candidates must be fully vaccinated by their hire date and must provide proof of vaccination upon hire.

–Membership Fulfillment–
• Assemble and mail membership acknowledgment letters
• Compile data for monthly renewal mailings and coordinate printing and mailing with our third-party vendor
• Process membership and contributions including mailed payments and monthly recurring payments
• Compile mailing lists (both physical and electronic) for the Garden Path magazine
• Coordinate with the Development and Marketing Departments to routinely edit and update renewal and acknowledgement letters
• Coordinate with the Marketing and IT departments to ensure electronic notices are updated and functioning properly
–Database Management–
• Review daily transaction reports; perform routine database maintenance and hygiene for member records and transactions
• Track and compile data on membership renewals and acknowledgements
• Assist Director of Membership with membership department data management and reporting
• Outline data entry best practices and assist Member Experience Coordinator to produce training materials for staff
–Membership Department Support–
• Assist with management of community partner accounts, especially related to renewals and fulfillment of community partner memberships
• Ensure adequate stock and ordering of Membership collateral
• Provide general telephone support to the Membership Department as needed
• Renew staff memberships annually; create and distribute staff membership cards
• Coordinate with Director of Membership on continuous development and implementation of new processes to improve efficiency with database management and fulfillment
-Other duties as assigned-

• Familiarize oneself with the organization and the Employee Handbook
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• Maintain a high level of professionalism in manner and appearance
• Adhere to Garden Dress Code (business casual)

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.
• At least 1 year working within the nonprofit sector
• At least 1 year working in customer service
• Demonstrated ability to manage day-to-day CRM/database operations, including database maintenance and hygiene; experience using Tessitura preferred
• Proven attention to detail, organizational skills, and ability to manage multiple projects with accuracy and efficiency, within varying timelines
• Writing skills and strong editing skills to ensure proper use of grammar, punctuation, and spelling
• Proficient in Microsoft Office Suite, including expertise with Excel
• Ability to work independently with little or no direct supervision

• Must be able to remain in a stationary position for several hours
• Must be able to work effectively in an open and shared office environment
• Must have reliable transportation, proof of insurance, valid driver’s license, and clean DMV record for travel between organization locations (mileage reimbursement provided)

• Wage: $19.00 – $20.50/hour
• This is a full-time, hourly position with approximately 40 hours per week. Shifts are typically 8 hours (plus ½ hour lunch), Monday-Friday, 8:00am-4:30pm.
• Benefits:
— health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
— 401k plan (after 6 months, with 4% employer match after 1 year)
— flexible spending accounts for medical and dependent care expenses
— paid vacation, sick, and holiday time
— free access to the Employee Assistance Program

To apply, please submit a resume, cover letter, and three work-related references. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.

APPLY NOW: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=5468468

More Info

Portland, OR