Office Manager / Database Administrator

Office Manager / Database Administrator

Bethlehem House & Humble Lily

Position Summary
The Office Manager / Database Administrator plays a key role in keeping Bethlehem House running smoothly day-to-day while ensuring accurate, organized, and secure data management. This position supports overall operations, leadership, and development efforts by maintaining efficient office systems and reliable data for decision-making, donor relations, and reporting.

Key Responsibilities

Office Management & Operations

• Manage office supplies, equipment, and vendor relationships (internet, phones, repairs, etc.) 
• Coordinate schedules, meetings, and internal communications 
• Support the Executive Director with administrative tasks, reporting, and special projects 
• Maintain organized filing systems (physical and electronic) 
• Assist with onboarding paperwork and general HR administrative support 

Database & Data Management

• Enter data into Blackbaud, e-tapestry or other databases. 
• Ensure accuracy and consistency of all data entries 
• Assist Executive Director with establishment and enforcement of data entry standards and processes 
• Generate reports for fundraising, grants, board meetings, and marketing 
• Perform routine data clean-up and audits 
• Ensure confidentiality and security of sensitive client and donor information 
• Generate letters and communication for donors

Fundraising & Reporting Support

• Assist with donor tracking, acknowledgments, and communication lists 
• Support grant reporting by pulling required data and creating reports
• Help prepare materials for events and fundraising efforts 
• Coordinate with leadership to align data systems between Bethlehem House and Humble Lily 

Qualifications

• Bachelor’s degree in Business, Administration, Information Systems, or related field (or equivalent experience) 
• 3+ years of experience in office administration, database management, or similar role 
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment 
• Experience with CRM or database systems (nonprofit experience preferred) 
• Proficiency in Microsoft Office (especially Excel) 
• High attention to detail and commitment to data accuracy 
• Ability to maintain confidentiality and professionalism 

Preferred Qualifications

• Experience in a nonprofit, social services, or residential setting 
• Familiarity with donor management systems (e.g., Raiser’s Edge, Salesforce, or similar) 
• Experience supporting fundraising 
• Comfort working in a mission-driven environment with evolving needs 

Key Competencies

• Organized and detail-oriented 
• Self-starter who can anticipate needs and solve problems 
• Strong communication and interpersonal skills 
• Flexible and adaptable (because plans will change, repeatedly) 
• Mission-driven with a heart for serving women and children 

Position Details

• Full-time  
• Reports to Executive Director 
• Occasional evening or weekend support for events 
• Other duties as assigned