Database Administrator

About the Illinois Policy Institute

The Illinois Policy Institute is one of the nation’s leading free-market public policy organizations. We advance policies that promote economic freedom, personal liberty, and good governance—working to ensure Illinois is a state where families, businesses, and communities can thrive.

Through rigorous policy research, strategic litigation, and public education, Illinois Policy Institute operates at the intersection of ideas and execution. Our work is data-driven, donor-supported, and impact-focused, requiring disciplined systems and operational excellence behind the scenes.

About the Role

The Illinois Policy Institute is seeking a Database Administrator to serve as the steward and strategic manager of the organization’s fundraising and donor data infrastructure. This is a mission-critical role responsible for the integrity, functionality, and optimization of our CRM and donor database systems—supporting development, finance, and leadership with accurate data, actionable reporting, and scalable processes.

The Database Administrator will own day-to-day and long-term management of Salesforce, including gift processing, data hygiene, reporting, list generation, and direct mail support. This role works closely with Development, Finance, and Operations to ensure that fundraising data is reliable, compliant, and leveraged effectively to drive revenue growth.

The Database Administrator will report to the Vice President of External Relations. This is a full-time position based in Chicago, with the ability to work remotely two days per week.

Key Responsibilities

Salesforce & CRM Management

  • Serve as the primary administrator for Salesforce, including configuration, customization, user management, and troubleshooting
  • Maintain data integrity through consistent data standards, deduplication, validation rules, and ongoing hygiene processes
  • Manage integrations, imports, and exports related to fundraising, finance, and communications

Gift Processing & Caging

  • Oversee all gift entry, caging, and acknowledgment workflows in coordination with Finance
  • Ensure accurate recording of gifts, pledges, soft credits, and adjustments
  • Maintain compliance with internal controls, audit standards, and reporting requirements

Direct Mail Prospecting & Acquisition

  • Support direct mail acquisition and renewal campaigns through list segmentation, pulls, and tracking
  • Manage prospecting lists, suppression files, and response tracking
  • Coordinate with vendors and internal stakeholders to ensure accurate data delivery and campaign performance measurement

Reporting & Analytics

  • Build and maintain standard and ad hoc reports for Development leadership, executives, and the Board
  • Track key fundraising metrics, including acquisition, retention, upgrade, and donor lifecycle performance
  • Support forecasting, pipeline reporting, and campaign analysis

List Management & Data Requests

  • Execute accurate and timely list pulls for mail, email, events, and outreach
  • Develop standardized processes for internal data requests to ensure consistency and reliability
  • Partner with Development staff to translate fundraising strategy into actionable data outputs

Cross-Department Collaboration

  • Work closely with Development, Finance, and Operations to align systems and processes
  • Support staff training and best practices related to CRM usage and data entry
  • Assist with documentation of procedures and continuous improvement of database workflows

Qualifications

  • 3+ years of experience managing nonprofit fundraising databases or CRMs
  • Demonstrated experience with Salesforce (administrator-level experience strongly preferred)
  • Strong understanding of gift processing, caging, and donor data structures
  • Experience supporting direct mail campaigns and list management
  • Exceptional attention to detail and commitment to data accuracy
  • Strong analytical, organizational, and problem-solving skills
  • Ability to manage multiple priorities and deadlines in a fast-paced environment

What You Will Do in This Role

  • Own and improve the systems that power the institute’s fundraising operation
  • Ensure leadership and fundraisers have accurate, timely data to guide decisions
  • Play a central role in donor acquisition, retention, and revenue tracking
  • Strengthen internal controls, reporting, and operational efficiency

Growth Opportunities

This role is foundational to the institute’s long-term fundraising scale and sophistication. As systems mature and revenue grows, the Database Administrator may take on expanded responsibilities related to analytics, automation, systems strategy, and cross-platform integrations.

Strong performers will be viewed as long-term partners in building a best-in-class development operation and may advance into senior operations, analytics, or development leadership roles.

Values Alignment

The Illinois Policy Institute values integrity, self-accountability, and excellence. This role is ideal for someone who takes pride in clean systems, reliable data, and enabling others to succeed.

We are seeking a professional who believes that strong infrastructure is essential to advancing free-market ideas—and who understands that donor trust is built on accuracy, transparency, and follow-through.

Compensation & Benefits

  • Competitive salary commensurate with experience ($65,000–$80,000 anticipated range)
  • Performance-based bonuses
  • Health, dental, and vision insurance
  • 401(k) with employer match
  • Generous paid time off and holidays
  • Professional development and training opportunities

How to Apply

To apply, qualified individuals should submit the following application materials in one PDF document:

  • Cover letter including:
    • Your experience managing fundraising databases and CRMs
    • Your approach to data accuracy, reporting, and systems stewardship
    • Your commitment to free-market principles and why you would like to work at the institute
    • Salary requirements
  • Resume

Applications should be submitted to Talent Market via this link: talentmarket.org/apply-for-your-dream-job/.

Questions can be directed to Stephanie Keaveney, Senior Manager of Outreach at Talent Market, who is managing the search process: Stephanie@talentmarket.org.

There is no application deadline for this position. Applications are accepted on a rolling basis. This job will remain posted on our site until it is filled.

While we thank all applicants in advance for their interest in this position, we are only able to contact those to whom we can offer an interview. Only direct applications will be considered. No phone calls, please.

Talent Market is a nonprofit dedicated to promoting liberty by helping free-market nonprofits identify talent for critical roles. We provide consulting and recruiting services at no cost to 501(c)3 nonprofit organizations that clearly and directly focus on advancing the principles of economic freedom, free enterprise, free trade, free speech, property rights, rule of law, and limited regulation.