Position Overview

The Database Coordinator position at The Music Man Foundation (legally, The Meredith and Rosemary Willson Charitable Foundation) is a temporary position responsible for working in close collaboration with the Executive Director and Program Officer to maintain records, processes, and communication in the Foundation’s online grants portal and board engagement portal. The Database Coordinator will maintain and update theses portals/databases as needed and assist with data entry and data clean up. The position will focus on ensuring data accuracy in both systems and consistency across records and processes. Occasionally, the Coordinator position will communicate with current and prospective grantee partners with clarity and conciseness.

The Database Coordinator should have an interest in the mission and funding areas of The Music Man Foundation. The position will require a motivated and organized individual, who both enjoys working collaboratively and is comfortable working independently. While the Foundation will adhere to county, state, and federal health guidelines at all times, in general, the Database Coordinator will work in a hybrid capacity with some time spent in a Foundation office in Glendale, CA and most time spent working remotely. This position reports to the Executive Director.

Position’s Key Responsibilities

Foundant Technologies Grant Lifecycle Manager (grants management system) Support

• Manage the grantmaking lifecycle, from application to reporting, for the Foundation by:

  o   Building application processes in the Foundation’s grants management system (GMS) with guidance from the Executive Director and Program Officer,

  o   Building grant follow up and reporting requirements in the GMS,

  o   Ensuring data integrity by maintaining consistency across various grant programs and over multiple years, and

  o   Communicating with prospective and current grantee partners to keep them apprised of their application status and/or reporting requirements.

• Develop and maintain external communication about use of the Foundation’s GMS, including login and application instructions, grant eligibility, and general FAQs.

• As needed, attend trainings and webinars to keep up to date on system upgrades as the Foundation’s primary contact in the GMS community.

• Generate reports to support analysis of grant application and selection processes.

• Maintain Foundation grants database by conducting regular review of:

  o   All automated features,

  o   All communication templates, and

  o   All grantee contact information.

• As needed, assist with data entry and data migration projects.

Diligent BoardEffect (board engagement portal) Support

• Organize and upload information in board portal platform to keep Library updated and to provide Directors with all board meeting materials.

• As needed, attend trainings and webinars to keep up to date on system upgrades as the Foundation’s primary contact in the Diligent community.

Administrative Support

• Follow up with organizations to ensure compliance with Grant Agreements and reporting requirements.

• Prepare presentation materials and briefs in anticipation of meeting with grantees, funders, and vendors.

• Provide technical support for staff using database tools.

• Support day-to-day operations of the Foundation, especially around scheduling and fulfilling requests by the Board of Directors.

• Other duties as assigned.

Qualifications

Education & Experience

• Associate’s or Bachelor’s degree.

• At least two years of work experience.

• Experience with data entry and/or database management.

Technical Skills

• Experience with database management (Salesforce, Raiser’s Edge, or similar).

• Proficient in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).

• Proficient with G Suite (Google Drive, Google Docs, Google Sheets).

• Ability to coordinate video and audio conference calls.

Communication Skills

• Excellent written communication skills.

• Ability to produce high‑quality, error‑free documents.

Personal Characteristics

• Works well independently and in small, collaborative teams.

• Highly attentive to detail.

• Strong organizational and multitasking skills.

• Interest in music, the arts, arts policy, musical theatre, and Meredith Willson’s work.

• Familiarity with grant writing and nonprofit operations preferred.

Compensation

This is a temporary position starting at 10 hours/week. The position is a non-exempt, hourly position that does not qualify for employer-sponsored health care benefits. The starting hourly pay is $30/hour, with hours to be determined. Candidate must be able to work flexible hours around event and meeting schedules, and venue site visits.

Equal Opportunity Employer

The Music Man Foundation is an equal opportunity employer.  Employment decisions are based on merit and business needs, and not on the basis of race, color, religion, citizenship, marital status, age, national origin, ancestry, physical or mental disability, medical condition, sexual orientation, gender identity or expression, veteran status, family care status, or any other basis protected by federal, state, or local law.

Interested Candidates

If you are a qualified candidate and your experience and interests align with those of this position, please submit your application with the following:

1. Cover letter: Discuss your interest in this position and how your background prepares you for this role. Please limit to no more than 2 pages.

2. Resume: Please limit to no more than 3 pages.

Submissions should be emailed to inquiries@musicmanfoundation.org with the position name in the Subject line.

Applications will be reviewed on a rolling basis. Final candidates may be asked to complete a brief writing and editing exercise.