Careers: Grants and Databases, Manager or Director
Grants and Databases, Manager or Director
Reports to: Chief Financial & Operating Officer
Classification: Full-time, salary
Salary
This role is open to both Manager and Director level candidates, and the final position will be based upon experience, qualifications, and budget restrictions.
Manager-level positions carry a salary range of $40,000 - $55,000.
Director-level positions carry a salary range of $60,000 - $75,000.
Benefits
OUTMemphis offers a comprehensive benefits package for full-time employees, including employer-sponsored health, dental and vision insurance; generous PTO and holidays; a 401(k) Match; professional development opportunities and more. Our benefits are designed to support staff well-being, work-life balance and long-term professional growth.
SUMMARY
The Grants & Database Manager functions as the operational bridge between Finance, Development and Programs. You will maintain sound fiscal and data practices that strengthen OUTMemphis. In this role you will help grow efficient systems to support our Development, Operations and Programs teams in serving our community. This position is responsible for all CRM and grant records, data consistency, accuracy and compliance. While also implementing database standards, preparing reports for funders and internal use, and serving as the organization's primary gift processor in collaboration with the accounting team. At the Director level, this role provides strategic oversight while also continuing the hands-on work in the day-to-day management of data systems, reporting frameworks and cross-departmental integration to support long-term organizational growth and impact.
ESSENTIAL FUNCTIONS
Database and Records Management
Manage OUTMemphis’s donor, volunteer and related databases with accurate and timely data entry, reconciliation and reporting. Identify reoccurring breakdowns in data, communication, or reporting for course correction.
Maintain daily database operations, including record cleanup and address standardization.
Produce and distribute weekly, monthly and quarterly reports for Finance and Development teams, including gift summaries, grant drawdown data and stewardship reports.
Maintain and update the data procedures manual; provide training and troubleshooting for staff using systems, databases and processes.
Coordinate with the accounting team on new funds and restricted revenue setup.
Director Level: Develop and lead improvements in the alignment of data systems across Finance, Development and Programs ensuring efficiency, data accuracy and systems integration.
Grants Coordination
Manage the full lifecycle of all grants, including tracking deadlines, maintaining documentation and ensuring all reporting and closeout requirements are met.
Maintain organized, audit-ready grant folders and provide timely updates to Finance, Development and Program teams.
Track compliance deliverables, expenditures and report due dates; provide reminders and updates to responsible staff.
Gather and prepare financial and narrative data for funder reports and grant applications as requested.
Director Level: Oversee and continuously improve the organization’s grants management process, ensuring consistent communication, compliance and alignment between the org and funders.
Gift Processing & Financial Support
Process all gifts and contributions from every source, ensuring alignment with the correct donor, campaign, appeal and fund.
Prepare reconciliation reports between donor and accounting systems; flag discrepancies for resolution.
Support the Finance team with monthly revenue tracking and spend analyses, maintaining documentation for audits and funder reporting.
Support invoice and payment submissions related to grant and donor-restricted funds, ensuring compliance with funder terms.
Director Level: Develop and lead processes that ensure the integrity of all donor and funder revenue data and processes that strengthen reconciliation and funder audit readiness.
Operational Excellence & Team Collaboration
Support Finance, Programs and Development teams with timely reports and datadriven tools that inform planning and performance measurement.
Maintain organized digital filing systems and ensure adherence to document retention policies.
Collaborate across departments to strengthen workflow consistency, transparency and accountability.
Handle sensitive financial and donor data with confidentiality and professionalism.
Director Level: Lead the design and implementation of standardized data and reporting workflows across departments, ensuring information flows seamlessly from
Programs and Development into Finance for decision-making and compliance.
MINIMUM QUALIFICATIONS AND WORK EXPERIENCE
Core Competencies
Highly organized with strong time management and attention to detail.
Demonstrates clear communication and collaboration across Finance, Development and Programs.
Dependable, solution-focused and able to maintain confidentiality and accuracy under pressure.
Key Skills Required
Proficient in CRMs, MS365, QBO (or similar) preferably in a nonprofit setting
Strong data management, reporting and gift processing skills.
Relevant knowledge of grant tracking, compliance and fund reconciliation.
Excellent organization, accuracy and cross-team communication.
Detail-oriented, confidential and dependable in maintaining data integrity.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. OUTMemphis provides a comprehensive Workplace Accommodations procedure available to all employees. Please e-mail careers@outmemphis.org to request an accommodation
OUTMemphis affirmatively values diversity and seeks to hire staff that reflects the diversity of our communities. Transgender people, non-binary people, intersex people, people of color, formerly incarcerated people, and people with disabilities are encouraged to apply. OUTMemphis provides reasonable accommodations for the application, interview, or any other aspect of the employee selection process to applicants with disabilities. Interviews begin immediately. Please send any questions to careers@outmemphis.org