Membership & Database Administrator
Who We Are
Mechanics' Institute is one of San Francisco's oldest and most beloved cultural institutions, founded in 1854. We are a non-profit member-supported library, chess club, and event space in the heart of downtown, a place where curious minds come to read, learn, and connect. Our members enjoy access to a curated collection of over 100,000 volumes, a vibrant program of lectures and events, and the oldest chess club in the country. We are a nonprofit organization driven by a mission to create opportunities for people to enhance their lives by gaining useful knowledge, skills, and experiences in sharing ideas with others.
About the Role
Mechanics' Institute is seeking a detail-oriented Membership and Database Administrator to join our Advancement team. This role oversees the data infrastructure that supports our membership and fundraising operations from database administration and gift processing to reporting and donor stewardship. They will also play a key role in our upcoming transition to a new Constituent Relationship Management (CRM) platform.
This is a full-time, on-site position (5 days/week) reporting to the Senior Director of Advancement.
Responsibilities
- Administer our eTapestry database: manage user access, data integrity, imports/exports, and reporting; support transition to a new CRM
- Serve as the primary contact for members and donors; provide outstanding customer service across all touchpoints, including events
- Process all gifts and memberships (checks, credit cards, online); generate acknowledgment letters, receipts, and renewal notices
- Reconcile revenue with the Finance Director; produce weekly, monthly, and quarterly gift and pledge reports
- Own the reporting function: translate raw data into actionable insights that inform campaign strategy, revenue forecasting, and donor stewardship across the Advancement team
- Collaborate with the Advancement team to leverage data in service of organizational goals
Experience Needed
- At least one year of experience with CRM platforms and database management (2–3 years preferred). Experience with Bloomerang preferred; eTapestry, Raiser's Edge, or other Blackbaud products a plus
- Solid grasp of fund development data practices and basic financial accounting
- Ability to translate data into clear, practical reports for non-technical audiences
- Excellent written and verbal communication; comfortable interacting with members, donors, staff, and trustees
- High attention to detail, strong organizational skills, and ability to manage competing priorities
- Proficiency with Microsoft Office and Google Workspace
- Experience training database users a plus
- A "can-do" mindset and genuine interest in libraries and cultural institutions
Compensation & Benefits
This is a non-exempt, full-time, on-site position
Hourly rate for this role is $25-28, commensurate with experience.
Benefits include generous health-dental-vision insurances; flexible spending accounts; paid vacation, sick time and holidays; and a 403b retirement plan
To Apply
Send a cover letter and resume to jobs@milibrary.org with "Membership and Database Administrator" in the subject line. Open until filled.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
All positions have the following:
Physical Demands
Requires the ability to walk, stand, carry materials, stoop, kneel, bend at the waist, reach overhead, and climb stairs.
May require sitting and/or standing for long periods of time.
May be required to lift up to 25 pounds on a regular basis.
Working Environment
Onsite work is performed within a standard office environment.
Will be required to operate basic office equipment including but not limited to computer, printers, telephone, etc.
The noise level in the work environment is usually low to moderate.
Mechanics' Institute is committed to building an equitable and inclusive workplace and seeks talented staff from diverse backgrounds. The Institute does not discriminate on the basis of race, ethnicity, color, sex (including the actual gender or perception of sex identity, appearance or behavior), sexual orientation, religion, national origin, age, disability, veteran status, or any other characteristics legally protected by federal, state, or local laws and regulations.