• Job Description

  Req#: 490

  Role: Data Systems Specialist

  Reports to: Director of Development - Oahu

  Location: Administration Office

  Hours: Regular Full Time (40 hours/wk)

  Pay: $25/hour

  Status: Non-Exempt

  BGCH Benefits

  Discover why BGCH is the latest Best Place to Work in Hawaii:

  • Lots of opportunities to grow!
  • Community: work with inspiring and awesome co-workers. This is rated as the #1 reason BGCH employees love working at BGCH!
  • Purpose: An opportunity to make the world a better place for those youth who need us the most!
  • Paid Time Off and Birthday Holiday
  • Up to 17 Paid Holidays a year!
  • 100% employer-paid medical, dental, and vision insurance (over 20 hours). Discounts are offered for your family too (employee to pay).
  • Pension with an 8% match of your salary (after working a designated number of hours).
  • Employee Assistance Program
  • Pet Insurance
  • Amazon Gift Card for your Anniversary! And a Starbucks Gift Card every year to buy a treat for your Birthday!
  • BGCH Fun Days to be celebrated with your Club/department!
  • BGCH is committed to Investing in Your professional Development

  
  

  About BGCH

  The mission of Boys & Girls Clubs of Hawaii is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The after-school hours have become a critical time for youth – a time when many children in our communities are left to fend for themselves without positive adult supervision. We provide a safe place filled with hope and opportunity, ongoing relationships with caring adult mentors, and enriching programs.

  
  
  

  Overview of the role:
  The Data Systems Specialist (DSP) is responsible for the overall management, accuracy, and functionality of the donor database, currently Bloomerang and transitioning to MyClubHub, as well as data management for the purpose of reporting in operations, HR and finance databases within BGCH; currently MyClubHub, BambooHR and MIP. This role’s primary focus is to ensure donor information is properly maintained, tracked, and leveraged to support fundraising, stewardship, accounting reconciliation, and organizational reporting. The DSP works closely with the Development team, Finance, Admin, and Clubhouse staff to maximize donor engagement, strengthen operational efficiency, and provide actionable data that supports BGCH’s fundraising, stewardship, and organizational goals.

  This role integrates some accounts receivable functions as it focuses on processing all types of donations and pledge payments. The role requires consistent coordination with the accounting team to ensure accuracy, compliance with policies, and reconciliation with BGCH’s accounting system. The Data Systems Specialist receives and investigates donor gifts, pledge payments, fundraising revenue and other donor related payments to enter into the donor database and provide batch information to accounting for processing. This role is responsible for processing confidential documentation including, but not limited to, the computerized records of financial and in-kind donors, personal and corporate checks, and other personal information. The DSP must manage multiple projects effectively, meet required timelines, and have superb attention to detail.

  The DSP’s secondary responsibility is pulling reports, designing, maintaining and producing data dashboards for management and BGCH boards.

  
  
  

  Who you are

  • On your resume. High school graduate.
  • Post-secondary education in accounting or database management, or related work experience is preferred.
  • At least one year of experience in Accounts Receivable, and/or Donor Database or other Data Entry Specialist.
  • High customer service focus and prioritization.
  • Highly organized and detail oriented. You enjoy the donor receivable process, and you can quickly analyze and input information, double-checking your work.
  • Takes pride in accuracy when it comes to collecting and inputting data and running reports.
  • Possess strong attention to detail and a dedicated work ethic. Both of which will assist in greatly in preparing and processing deposit schedules, donor billing, and credit card processing.
  • Commitment to maintaining data integrity through thorough research, record reconciliation, and resolution of duplicate or inaccurate entries.
  • Proven ability to consistently produce accurate and timely work.
  • Work and communicate well with others. Working with the team, develop collaborative relationships internally and externally to communicate and resolve issues related to assigned accounts.
  • Deliver reliable and accurate donor and financial reporting to the leadership teams but have the ability to ask for support when needed.
  • Ability to multi-task and meet required timelines without the need for day-to-day supervision of the responsibilities of the position.
  • Work well under pressure with periodic heavy workloads.
  • Proficiency in Microsoft Office Suite.
  • Non-profit experience using a donor database such as Bloomerang is preferred.
  • Collaborative team player with strong communication skills. Able to ask clarifying questions when needed and maintain a friendly, approachable, and helpful demeanor. Represents BGCH professionally in all interactions.
  • Must pass a background check, drug screening, and complete all applicable pre-employment requirements to meet organizational standards.

  
  
  

  What you’ll do

  Donor Data Management

  • Executes all aspects of the donor database / CRM (Customer Relations Management system) – currently Bloomerang and transitioning to MyClubHub. Includes timely data entry and coding on records for prospects and donors, gift processing, credit card declines, acknowledgments, recognition and stewardship, prospect tracking and report generation.
  • Records pledges, outstanding balances and payments and reconciles pledge data with accounting monthly.
  • Ensures sponsorships and auction donations are recorded in the database in a timely and accurate fashion.
  • Process daily gift batches and thank you letters in a timely and accurate fashion to the accounting department in order to adhere to the 48-hour turnaround standard for receipting/acknowledgment
  • Responsible for processing any donation-related adjustments within the donor management system (currently Bloomerang).
  • Enter all gifts in a timely manner and generate tax receipts in accordance with IRS guidelines.
  • Manage online giving systems and ensure donations are matched with accounting and properly acknowledged – including donations from Stripe, QGiv, Benevity, etc.
  • Maintain and update acknowledgment letter templates and customize thank-you communications based on gift type (major gifts, events, pledges, monthly donors, memorial/tribute gifts, in-kind, etc.).
  • Track soft credits, matching gifts, and third-party donations to ensure proper acknowledgment of all parties.
  • Work with Development staff to ensure high-value donors receive personalized acknowledgments in addition to standard gift receipts.
  • Generate weekly, monthly, quarterly, and as needed reports Development team, Finance, Admin, and Clubhouse staff, including donor retention, lapsed donor trends, event revenue, campaign performance, donor behaviors, giving by segment, pledge payments, etc.
  • Develop and enforce data entry standards and naming conventions to eliminate duplicate or incomplete records.
  • Perform regular audits of donor data to ensure compliance with organizational and industry standards.
  • Support implementation, upgrades, and integration of new donor database systems (e.g., migration from Bloomerang to MyClubHub).
  • Serves as a point of contact for database troubleshooting with development related software vendors as needed.
  • Prioritizes and protects confidential donor information and transactions.
  • Respond to donor inquiries and complaints via email or letter, including problems with checks, credit cards, EFT, and stock gifts in a timely manner (no later than 24 hours from receipt). Follow up with updates to Development Directors, notifying them of follow up that may be necessary.

  • Reconcile all donor and revenue records post-event to ensure timely acknowledgments.

  • Monitor staff data entry for consistency and compliance, where applicable.
  • Maintain confidentiality of donor records at all times.
  • Support Development projects as assigned, including annual reports, newsletters, and campaign analysis.
  • Continuously evaluate systems and processes to recommend improvements for efficiency and accuracy.
  • Provide lists for targeted stewardship (e.g., new donor welcome packages, lapsed donor outreach, board reports, lapsed, legacy and major gift prospects).
  • Collaborate with Development staff to track donor engagement history, event attendance, and communication touchpoints.
  • Manage list pulls for mailings, e-blasts, and invitations, ensuring correct segmentation.

  Other Data Management

  • Supports BGCH Operations, Human Resources, and Finance departments with data management in related systems; currently MyClubHub, BambooHR and MIP.
  • Runs data queries to produce reports for management.
  • Assists with new software implementation or updates as related to data processing.
  • Implements approved SOPs and policies as required in the completion of data processing work.
  • Acts as POC to database software vendors where appropriate for troublesheeting.

  Report Processing

  • Produces charts and graphs summarizing data for reports and presentations.
  • Provides insights and recommendations based on data results and trends.
  • Verifies the accuracy and validity of data entered in databases wherever possible.
  • Conducts analysis and uses findings to identify implications for BGCH.
  • Works with management to create and implement data related Standard Operating Procedures (SOPs) and Policies.
  • Maintains a password system list and multi-factor authentication (MFA) information for all data software, platforms and vendor systems to ensure continuity and access to authorized BGCH employees and management as appropriate.

  BGCH Values

  To be a Part of BGCH culture, employees must be able to embrace and embody the following key values:

  • Kindness and Aloha,
  • Integrity and Trust,
  • Highest Potential,
  • Diversity, Equity, and Inclusion
  • Growth Mindset.

  1. You approach obstacles and challenges with Kindness and Aloha; this includes being patient and positive when working with others.
  2. You make decisions and choices with Integrity in everything that you do (especially when no one is looking).
  3. You work towards your own and your members’ Highest Potential at work. This includes working with your supervisor and coworkers in a collaborative and constructive way.
  4. A culture of Diversity, Equity, and Inclusion, is everyone's kuleana (responsibility). In a diverse, equitable, and inclusive culture, everyone can be themselves and experience the full richness of the organization as no one feels the need to suppress who they are.
  5. A Growth Mindset means embracing a mindset that encompasses innovation, creativity, learning, collaboration, and being open to new, uncomfortable ideas and opinions different than your own, if it means doing things more efficiently or better.

  Your application

  We’re excited to hear from you! Fill out the application and upload your resume. We would love to hear how you would be a great fit for the BGCH Team.

  Equal Employment Opportunity

  Equal Employment Opportunity is at the foundation of the Boys & Girls Club of Hawaii philosophy and policies. While there are laws governing the treatment of applicants and employees, BGCH is fully committed to following Equal Employment Opportunity because it is the right thing to do.

  It is BGCH’s policy to employ qualified people without regard to race, color, religion, sex, including gender identity or expression, age, ancestry, national origin, citizenship, marital status, civil union status, disability, genetic information, sexual orientation, arrest or court record, credit history, veteran’s status, reproductive health decision, domestic violence, sexual violence or stalking victim status, reproductive health decision, or any other characteristic protected under federal or state law. This policy applies to all aspects of employment including but not limited to, recruitment, hiring, placement, training, promotion, compensation, benefits, transfers, layoffs, recalls, leaves of absence, discipline, and termination.

• About the company

  COVID-19 RESOURCES Because Every Young Person Deserves A Great Future. Boys & Girls Clubs of Hawaii works to save and change the lives of children and teens, especially those who need us most, by providing a safe, positive, and engaging envi...

Notice