PART-TIME CRM & DATABASE MANAGER (CONTRACTOR)

About the Role

The Palo Alto Museum is seeking a part-time CRM & Database Manager (Contractor) to build and manage the data and communications platform that will support the Museum’s launch and early growth.

This is a hands-on role within an early-stage, collaborative team. You will design and maintain data structures, workflows, and reporting, and manage the Museum’s LiveImpact platform as the central CRM and engagement tool—supporting fundraising, donor cultivation and stewardship, membership, volunteers, events, and segmented communications with audiences and supporters.

This position is ideal for a mission-driven, detail-oriented CRM professional who thrives in innovative, early-stage organizations, enjoys building systems from the ground up, and brings strong technical, data management, communications, and collaboration skills.

This is an exciting opportunity to be a member of our core team to open the new Palo Alto Museum, building strong engagement, sustainable growth, and meaningful impact.

About the Palo Alto Museum

With a grand opening planned during Spring 2026, the Palo Alto Museum is bringing a historic landmark to life as a 21st century museum. Through dynamic exhibitions, programs, and experiences for all ages, the Museum explores Palo Alto stories that shape our community and the world. Join us as we learn from the past, strengthen our community today, and inspire a brighter future together.

Key Responsibilities

CRM, Data & Communications Management (LiveImpact)

• Maintain accurate constituent records for donors, members, volunteers, visitors, partners, and event participants
• Configure and optimize CRM fields, workflows, and relationships to support fundraising, stewardship, membership, events, and communications
• Ensure data accuracy through regular audits, deduplication, and clean-up
• Produce queries, reports, and dashboards to support leadership, development, and marketing

Communications Segmentation, Engagement, & Reporting

• Support CRM-driven communications including newsletters, appeals, event invitations, acknowledgements, and stewardship messaging
• Build and maintain segmented mailing lists across constituent groups
  Track communication preferences, opt-ins, recognition settings, and engagement history
• Partner with development and marketing to ensure campaigns are supported by clean, actionable data

Gift, Membership & Event Processing

• Process donations, pledges, matching gifts, and in-kind gifts
• Track pledge schedules, soft credits, and recognition details
• Generate timely acknowledgements and stewardship communications
• Manage membership records, renewals, upgrades, and lapses
• Support event registration, attendance tracking, reconciliation, and post-event reporting

Data Integrity, Systems & Process Improvement

• Apply advanced Excel skills for reconciliation, reporting, and analysis
• Build and manage intake workflows using tools such as Airtable or Google Forms
• Collaborate with LiveImpact support or consultants as needed
• Document data and communications workflows and recommend improvements to support growth

Collaboration, Security & Stewardship

• Partner closely with leadership, development, and marketing teams
• Maintain confidentiality and responsible handling of donor, member, and financial data
• Apply nonprofit and museum best practices for data governance and stewardship

Qualifications

• Proven experience with LiveImpact or a comparable nonprofit CRM
• Demonstrated success using CRMs for both constituent data management and communications
• Strong experience with gift processing, donor acknowledgements, pledges, memberships, and event data
• Exceptional attention to detail and data accuracy
• Strong written communication skills, particularly for donor and member correspondence
• Ability to work independently, proactively, and flexibly in an early-stage organization
• Entrepreneurial, adaptable, and comfortable building systems in a lean,
  fast-paced start-up environment.
• Strong judgment, integrity, and discretion with confidential information.
• Familiarity with Airtable, Excel, Google Forms, or similar workflow tools is desirable
• Museum or nonprofit experience strongly preferred but not required

Contract & Compensation

• Role: Part-time contractor (15–20 hours/week; flexible based on project needs; remote or hybrid)
• Compensation: Hourly or monthly retainer, commensurate with experience
• Equipment/office: Contractor provides own equipment and workspace; may work onsite by mutual agreement
• Contract term: Initially 6–12 months, with potential renewal

How to Apply

Please submit to jobs@paloaltomuseum.org.

• Cover letter outlining your relevant experience and your hourly rate/monthly retainer
• Resume
• List of professional references
• Examples of similar nonprofit or database contract work

Please include the job title that you are applying for in the subject line of your email.

The Palo Alto Museum is an equal opportunity employer and values diverse perspectives, lived experiences, and inclusive leadership. The Museum provides equal employment opportunities to all persons regardless of age, color, national origin, race, religion, creed, gender, sex, pregnancy, sexual orientation, marital status, or any other characteristic protected by federal, state or local law. In addition, the Museum will provide reasonable accommodation for qualified individuals with disabilities.