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CRM and Data Systems Manager

ABOUT US

Apex for Youth empowers underserved Asian and immigrant youth from low-income families in NYC to unlock their potential and a world of possibility. Through programming focusing on health and well-being, education, and community engagement, Apex for Youth creates transformative social connections and celebrates cultural identity to build the confidence and self-efficacy of future generations.

Apex serves approximately 2,000 students annually from Kindergarten through their post-secondary years. We provide children and young adults with opportunities to develop strong relationships with adults who volunteer as consistent and caring mentors and role models.

 

JOB OVERVIEW

The CRM and Data Systems Manager is a key role responsible for managing Apex’s data systems and ensuring that systems are implemented to Apex’s strategic goals. The Manager will oversee Apex’s Salesforce instance and the implementation of new systems.

Salesforce at Apex serves a dual purpose: it functions as the registration and data management system for our youth programs, tracking enrollment, attendance, and demographics, and also serves as the CRM for all development activities and transactions. Our program and development teams rely on Salesforce daily to manage and track all activities and relationships.

As the in-house expert and lead for Salesforce, the Manager will not only be responsible for maintaining the system and developing new functionalities but will also provide crucial leadership by advising senior leadership on data management and reporting best practices. This role reports to the Director of Operations and collaborates closely with the program, data, development, and operations teams.

The ideal candidate will ideally be a Certified Salesforce Administrator, an experienced IT project manager, extremely organized, comfortable working with and cleaning up large sets of data, have great communication skills, and enjoy working in a small and engaging team environment in a growing nonprofit organization. 

 

RESPONSIBILITIES

Strategic Initiatives:

  • Support Apex’s strategic goal of developing robust and comprehensive data systems by assessing needs across the organization, identifying appropriate systems, and mapping and documenting processes
  • Work closely with program teams to assess their unique needs and advise on the structure and architecture of data to optimize the effectiveness and operationalization of data-gathering tools
  • Support the ongoing development of Apex’s team by providing best practices and tips on Salesforce and other data systems usage including training, documentation, and support as necessary, and help ensure that data is maintained properly
  • Lead training for staff, develop trainings and resources for new and existing functionalities, and address ongoing learning and questions. Develop self-service tools for staff to build a consistent approach to data management across Apex.
  • Provide senior leadership with guidance on best practices for data management, ensuring that programming and development data systems align with Apex’s need to work toward strategic goals and objectives
  • Collaborate with teams to build and improve sustainable systems for reporting, dashboard management, targeted marketing, and development efforts
  • Collaborate with senior leadership to develop and implement data-related policies and procedures that foster a culture of data-driven decision-making throughout the organization

 

General Responsibilities:

  • Act as an administrator of the Salesforce database, including the creation and maintenance of workflows, custom fields and objects, reports, dashboard development, and data flow management
  • Perform administrator functions such as user profiles, roles, and permissions, storage and backup management, as well as cleanup and updates of unused fields and objects
  • Engage in data conversion and implementation processes and develop business processes with relevant stakeholders
  • Clean, validate, and import different data sets into Salesforce
  • Serve as the internal liaison with external salesforce consultants/developers as applicable
  • Stay current with Salesforce releases and corresponding documentation and roll out new functionalities as appropriate
  • Manage organization-wide software releases and Google Apps domain

 

Managing Salesforce for Apex Teams:

  • Develop, organize, and document department-specific views, processes, fields, notifications, reports, custom objects, page layouts, and workflows
  • Manage and maintain relevant third-party integrations, including Titan, JotForms, DemandTools, Classy, Trinet, and others
  • Receive and manage change requests and troubleshooting error requests from program staff. Manage data systems help desk with support from the Operations team. 
  • Act as primary contact for all Salesforce reporting requests and work with teams to develop and maintain templates
  • Manage dashboards, reports, forms, templates, page layouts, workflows and approvals
  • Support the Operations Department to ensure Development revenue records are accurate and maintain reporting integrity

 

QUALIFICATIONS

Required:

  • Minimum 3+ years of relevant experience in customizing Salesforce NPSP or comparable CRM customizations
  • Experience with IT project management, particularly around implementation, customization and documentation
  • Experience with building dashboards via a variety of data visualization tools
  • Strong communication skills, with the capability to articulate data management strategies to both technical and non-technical stakeholders.
  • Excellent interpersonal skills, with a hospitality and customer-service orientation toward internal stakeholders
  • Experience presenting recommendations to senior leadership and influencing decision-making based on data insights.
  • Strong Google Sheets/excel skills
  • Superior attention to detail
  • Ability to work independently and efficiently under strict deadlines

 

Preferred qualifications:

  • Experience supporting programming and development teams in a nonprofit setting is a plus
  • Certification in Salesforce Administration is strongly preferred. Additional Salesforce certifications are a plus.
  • Ability to be proactive and think strategically across multiple, concurrent projects
  • Prior experience with Salesforce supporting programming and program data management is a plus
  • A problem-solver that is solution-oriented
  • Ability to prioritize a large volume of tasks

 

Salary range: The salary range for this position is $72,000-82,000, depending on experience.

 

Overview of Benefits:

Paid time off: In the first year of employment, employees are eligible for approximately a combined 40 days of vacation, holiday, personal, and sick leave (10 vacation days, 12 paid holidays, org-wide closures for one week over the winter holidays and one week during the Fourth of July, 5 sick days per year, 3 personal days a year). Additional vacation days accrue according to years worked in the organization.

Medical and other benefits: Employees are eligible to participate in a range of medical, dental and vision insurance plans with Apex covering the majority of the cost for employees; 401K plan with employer matching; flexible spending account; commuter benefits; paid parental leave; and professional development stipend. 

Hybrid workplace: Apex provides for a flexible remote work schedule on specific days of the week and requires employees to be on-site for other days of the week, and for special events and programs.

Organizational Culture: Apex is a highly collaborative, flexible, and employee-centered workplace. We are committed to diversity, inclusion, and equity both within our organization and in how we collaborate with others. If you love to work with a team and have exciting ideas you would like to explore and grow, we encourage you to join Apex for Youth!

 

HOW TO APPLY

Please send your resume and cover letter to Paul Jochico at humanresources@apexforyouth.org and include “CRM and Data Systems Manager” in the subject line.