Database Officer

Date: 7 May 2025

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Finance and Operations Foundation

Division: Foundation

Department: Finance and Operations Foundation

Enterprise Agreement: Health and Allied Services, Managers and Administr

Finance and Operations Foundation

At Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.

YOUR ROLE IN OUR FUTURE

Database Officer
Ongoing, Full Time Position

Outstanding candidates are invited to apply for the Data Officer role at the Peter Mac Cancer Foundation. The Data Officer is responsible for the delivering data and gift processing, complex data transfers, and program reporting from all fundraising channels and according to Service Level Standards.

This opportunity will suit an enthusiastic team player with proven experience as a database professional who understands the importance of delivering best-practice donor care, and the value of clear and timely communications.

Working within the Peter MacCallum Cancer Foundation’s Data and Analytics Team, the Data Officer position plays a key role in supporting the day to day processing and administration of the fundraising database - Blackbaud CRM (BBCRM)
The Data Officer is involved in the proactive and reactive maintenance of data integrity, privacy compliance, financial reconciliation, database maintenance and working with data from primary and secondary data sources
The role participates in process improvement activities and services the reporting needs of the Foundation team in line with Foundation’s operational objectives, business rules and KPIs
This role is part of a high performing and well-respected fundraising team who plays a critical role in raising funds for cancer research.

The ideal candidate will have:

Experience working with a fundraising database, preferably Blackbaud CRM or other Blackbaud products
Experience with gift processing, including cash donations, tribute gifts, bequests and batching processes.
Experience with data queries, imports, exports and data manipulation, with proficiency in Excel and Power Query.
A "can-do" attitude, be self-motivated and have a keen eye for detail
Outstanding organisational skills, with the ability to manage a multi-task workload in a fast-paced environment
Great communication skills and the ability to work collaboratively with stakeholders

Applicants to this role should provide a cover letter and a response to the essential requirements, outlining relevant key skills and experience to assist us with our assessment.

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page, where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.

Hiring Manager: Sutji Muliadi
Contact Number: 03 8559 6791
Email: sutji.muliadi@petermac.org

Applications Close: 11.59 PM, Wednesday 28 May 2025
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Position Summary

This position plays a key role in supporting the day to day processing and administration of the fundraising database - Blackbaud CRM (BBCRM), including but not limited to, proactive and reactive maintenance of data integrity, privacy compliance, financial reconciliation, database maintenance, working with data from primary and secondary data sources, improving processes and servicing the reporting needs of the Foundation team in line with Foundation’s operational objectives, business rules and KPIs.

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

HS2

Immunisation Risk Category

Immunisation Category C

Key Relationships

Internal	Data and Analytics Manager Senior Database Officer Foundation Program Managers Supporter Engagement Team PMCC Finance Department Volunteers
External	Direct Mail Service Providers F2F Service Providers Telemarketing Service Providers Consultants Database Service Providers

Education

Post Graduate Qualification in Data Science

Skills

Essential Requirements

Knowledge of fundraising principles and practices
Experience working with a fundraising database/CRM system, preferably Blackbaud CRM
Experience with gift processing including but not limited to: cash donations, tribute gifts, bequests and batching processes.
Experience with large data import and export processes
Experience with data queries, data manipulation, and segmentation techniques
Sound understanding of the principles of good governance in relation to data integrity and all fundraising legislative and regulatory compliance requirements
Strong numerical and analytical skills, and efficiency in Microsoft Office products (Word, Excel, Outlook, Sharepoint, Power Query)
Ability to foster and manage positive relationships with key stakeholders, service providers and team members
Ability to train and coach staff in effective usage of the database
Self-motivated and thorough with an eye for detail
Team player, strong collaborative skills

Desirable Requirements

Experience with Blackbaud product such as Blackbaud CRM or Raiser's Edge
Experience in the not-for-profit sector
Qualifications in information management systems, or similar
An interest in cancer research and treatment and an ability to work within cancer health guidelines

Certifications, Licenses & Registrations

Key Accountabilities

Key Accountabilities	Demonstrated by / Key Performance Indicators
1. Process all donations, acknowledgements and receipts of donations, pledge payments, memorial gifts, tribute gifts and other contributions according to the policies and procedures	Process online and offline donations, payments and direct deposits according to the service level standards, policies and procedures in a timely and accurate manner All donations processed are compliant with relevant legislation and compliance laws Verify all pertinent information given with the gift and make necessary record changes in the database Support the generation of receipts and acknowledgement letters for all gifts where required Maintain accurate recording of gift records for reconciliation and to produce batch reports Adhere to established processes, business rules and data protocols
2. Support the day to day transactional activities to optimise the efficient and accurate recording, storage, data transfer and integrity of donor information and gift history.	Administer the daily database protocols to ensure compliant, efficient and accurate recording and storage of donor information and data Work with the Foundation team and suppliers on data segmentation, targeting, refreshes, suppression lists, and mailing lists Execute data extractions for a broad range of marketing and monitoring activities, including mail and email appeals, regular giving, events and telemarketing activities, are accurately and satisfactorily completed, with appropriate tracking in place for evaluation Conduct accurate and timely data importing and exporting activities Support the Regular Giving transactional and delinquency runs as required to optimise income Assist the Administration Officer and Finance Department to reconcile gifts, provide transaction information and troubleshoot issues Perform regular data-hygiene functions, including duplicate record merging and clean-up tasks to promote data integrity and integration of related data management systems Provide appropriate support to internal stakeholders to optimise database fundraising activities Ensure confidentiality of data and adherence to privacy policies

Key Accountabilities (Contd..)

3. Provide database service and support to the Foundation team to help maximise each fundraising program’s operational objectives and KPIs.	Provide advice and technical support to all database users Assist Foundation staff in using databases to support their fundraising efforts and program measurement Design and customise query, export and report to help program managers monitor appeal and campaign performance and as requested by Foundation staff Conduct monthly and annual Foundation database action audit to monitor and coach staff on accurate use and recording of data
4. Provide database training to the Foundation team, and participate in process improvement activities	Provide database training for new and existing users Document and maintain database procedures to ensure compliance with financial regulations and best practices established by the non-profit community Refine processes to reduce pain-points and increase efficiency Works with the Senior Data Officers and Data and Analytics Manager on process enhancement and optimisation and other initiatives as relevant
5. Develops and maintains positive working relationships	Demonstrate effective communication and working relationships with all stakeholders, including supporters and volunteers Receive positive feedback from internal and external stakeholders Active participation in Foundation fundraising and donor stewardship activities, including donor events and third-party fundraising events as required. Assist Supporter Engagement Team in donor engagement and stewardship activities during peak periods.

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For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.

Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.

WHY WORK FOR PETER MAC

Peter Mac offer a range of benefits which support our people both personally and professionally.
Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.