Database Manager
Job Description
Peter Bloch 9/2004

The Database Manager has the important job of maintaining the membership list of the Northfield Conference as a comprehensive, usable, and up-to-date compilation of the vital information about our members. This database is key to our ability to communicate, raise funds, inform, and vote.

The Manager should maintain the database using a computer program which is commonly available, so that it can be usable for other users of the database, and can be tranfered when the job changes hands. Currently that program is Microsoft Access.

The database should be flexible enough so that fields to contain new types of information can be added at later dates. As of this writing, the database currently includes Name and address information, and email addresses.

Example of the types of members information that we might eventually want to add includes:
• desire to be included on the eGroup
• desire to be sent the eVine or paper Grapevine
• geograhic areas
• attendance during current year
• year of most recent attendance
• year of first attendance
• number of years of attendance

The Manager should be able to provide appropriate address labels for various types of communications. For example, the Grapevine Editor or Mailer, the Programming Chairs, and individuals responsible for fund raising will at times be requesting labels. The Manager’s needs for forewaring about requests for labels should be communicated to the requesters. Similarly, various members will be providing information to the Manager about changes of address as they are collected. Keeping the information in the database accurate and current is very important.

The Manager should work with the Coordinator of the eGroup to maintain the list of who receives the emails from the eGroup. Possibly the Manager should be directly involved as one of the authorized administrators of the eGroup.

All regular expenses related to the responsibilities of the Manager should be recorded and will be reimbursed by the Treasurer. Extraordinary expenses (ie. new software) should be purchased with the prior approval of the Executive Committee.