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Membership & Database Administrator

June 6, 2026

The Opportunity · Are you meticulous about data management and database integrity?· Are you enthusiastic about helping non-profits use information to achieve their goals?· Do you love solving data mysteries and finding efficient solutions to complex problems?· Then check us out! 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) in downtown San Francisco reporting to the Senior Director of Advancement. <ul><li>Hourly rate for this role is $25-28, commensurate with experience.</li><li>Benefits include generous health-dental-vision insurances; flexible spending accounts; paid vacation, sick time and holidays; and a 403b retirement plan</li></ul> 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<ul><li>This is a non-exempt, full-time, on-site position</li><li>Hourly rate for this role is $25-28, commensurate with experience.</li><li>Benefits include generous health-dental-vision insurances; flexible spending accounts; paid vacation, sick time and holidays; and a 403b retirement plan</li><li>Membership to Mechanics’ Institute</li></ul> Who We Are Our mission: To create opportunities for people to enhance their lives by gaining useful knowledge, skills, and experiences by sharing ideas with others. 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 cultural center 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. 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 <ul><li>Requires the ability to walk, stand, carry materials, stoop, kneel, bend at the waist, reach overhead, and climb stairs.</li><li>May require sitting and/or standing for long periods of time.</li><li>May be required to lift up to 25 pounds on a regular basis.</li></ul> Working Environment <ul><li>Onsite work is performed within a standard office environment.</li><li>Will be required to operate basic office equipment including but not limited to computer, printers, telephone, etc.</li><li>The noise level in the work environment is usually low to moderate.</li></ul> 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.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...