6 free templates by type and level: generalist, small business and nonprofit, database, junior, data operations, and senior, with the FLSA classification guidance the generic templates skip. Download as DOCX.
A data manager oversees how an organization collects, stores, organizes, and uses its data: the systems, the quality, the governance, and the reporting that turn scattered records into something trustworthy and useful. It is one of the more ambiguous titles in hiring, spanning everything from a nonprofit donor-database role to an enterprise data leader, which is exactly why the job description has to be specific.
These six templates cover that range, generalist, small business and nonprofit, database, junior, data operations, and senior, so you can match the posting to what you actually need. For a small nonprofit or school without an HR department hiring its first data or database manager, the small-business version and the classification guidance are written for that. For the fundamentals behind any posting, the guide to writing a job description helps, and FirstHR runs the onboarding once you hire.
TL;DR
Six free data manager job description templates by type and level: generalist, small business and nonprofit, database, junior, data operations, and senior. The role owns data systems, quality, governance, and reporting. A data manager title does not auto-exempt the role from overtime; the duties decide. Federal data reports medians of $104,620 (database administrators) and $171,200 (information systems managers), May 2024. Download all six as DOCX.
What a Data Manager Does
A data manager keeps an organization's data reliable and usable: managing data systems and databases, maintaining quality and accuracy, setting governance and security policies, controlling access, and producing reports. The role bridges technical systems and business needs, making sure the data people depend on is clean, secure, and available.
The dominant meaning of data manager is the generalist business and data-governance role, not the clinical or research version, which is a separate specialty. There is no single federal occupation code; the closest fits are database administrators for the technical interpretation and information systems managers for the senior one. What stays constant is the data-governance mandate; what changes is the setting and the level. A nonprofit role centers on a donor CRM, a database manager on infrastructure, a senior manager on strategy. Because the role spans these variants, the six templates on this page are split by type and level rather than offering one generic version.
Data Manager Duties and Responsibilities
Data manager duties group into data systems and quality, governance and security, reporting and analysis, and documentation and process. The setting and level shift the weighting, but these four categories hold across the role. These are the responsibilities grouped the way the templates use them.
Data systems and quality
Oversee databases and integrations
Maintain data accuracy and consistency
Manage imports, exports, and migrations
Governance and security
Set and enforce data governance policies
Manage access, permissions, and security
Support data privacy and compliance
Reporting and analysis
Build and maintain reports and dashboards
Support teams with data requests
Turn data into usable insight
Documentation and process
Document data processes and definitions
Standardize how data is handled
Improve data workflows over time
A strong posting picks the responsibilities from each area that match the type and level, and is specific about the systems and tools involved. For a structured way to scope any role before posting, the guide to defining job responsibilities walks through the process.
Data Manager vs Database Manager vs Analyst
Several data titles get confused, and naming the right one is the first decision before posting, because each draws a different candidate.
Role
Core focus
Leans
Data manager
Data systems, quality, governance, reporting
Business and governance
Database manager
Administering the database technology
Infrastructure, technical
Data analyst
Interpreting data, building insight
Analysis
Data operations manager
Pipelines, workflows, process
Operations
Clinical data manager
Trial data, CRFs, EDC, GCP
Separate specialty
The data manager governs and organizes data; the database manager runs the technology; the analyst interprets it; the operations manager keeps pipelines flowing. Clinical data manager is a distinct regulated specialty, not the generalist role. Decide which you primarily need and post that specific title rather than the broad data manager.
Which Template Should You Use?
Pick the template by type and level; the organization, systems, and pay go in the fields. All six share the same data-manager skeleton, but the focus differs enough that the matched version reads correctly to candidates. Use this guide to choose.
Data Manager (Generalist)
Any organization
The universal version: overseeing data systems, quality, governance, security, and reporting. Matches the dominant meaning of the role and fits most organizations.
Small Business / Nonprofit
Donor-CRM and program data
The right-sized version: managing a donor, member, or program database (such as a CRM) for a nonprofit, school, or small organization, often a self-directed, multi-hat role.
Database Manager
DBA-flavored, technical
The infrastructure version: administering and optimizing the databases themselves, performance, backups, and security, more technical than a generalist data manager.
Junior / Entry-Level
Data entry and reporting
The first-step version: data entry, routine reporting, and data quality under supervision, with a path to data manager. Often a non-exempt, hourly tier.
Data Operations Manager
Pipelines and processes
The operations version: keeping data pipelines, workflows, and integrations running reliably, with a focus on process, automation, and data quality at scale.
Senior Data Manager
Strategy and team
The senior version: owning data strategy and governance org-wide, leading initiatives, and managing a data team, partnering with leadership on decisions.
Match the Template to the Role
Any organization, overseeing data broadly? Data Manager (Generalist). A nonprofit or small org with a donor CRM? Small Business / Nonprofit. Administering the database technology? Database Manager. First-step data-entry and reporting role? Junior / Entry-Level. Pipelines and process? Data Operations Manager. Leading data strategy and a team? Senior Data Manager.
6 Free Data Manager Job Description Templates
Download all six as a single Word document or copy individual templates. Each follows the same structure: an organization brief, a job summary framing the data mandate, responsibilities by area, requirements, and a compensation note. Fill in the brackets before you post.
Download All 6 Job Description Templates
Generalist, small business and nonprofit, database, junior, data operations, and senior. All in one DOCX.
Template 1: Data Manager (Generalist)
The universal version: overseeing data systems, quality, governance, security, and reporting. Matches the dominant meaning of the role and fits most organizations.
Data Manager Job Description (Generalist)
DATA MANAGER JOB DESCRIPTION
Company: __
Location: __ [ ] On-site [ ] Hybrid
[ ] Remote
Reports to: [IT Director / Operations / Owner]
Employment type: Full-time
FLSA classification: Exempt (confirm; see note)
Compensation: $_____ per year + [bonus]
ABOUT [COMPANY NAME]
[One or two sentences about your organization, the data systems
the role oversees, and the teams it supports.]
JOB SUMMARY
[Company Name] is hiring a Data Manager to oversee how we collect,
store, organize, and use our data. You will own data systems,
quality, and governance, set policies for handling and security,
maintain accuracy across systems, and turn data into reliable
reporting for the business. This role keeps our data clean,
secure, and useful.
KEY RESPONSIBILITIES
DATA SYSTEMS AND QUALITY
•Oversee data systems, databases, and integrations
•Maintain data accuracy, consistency, and quality
•Manage data imports, exports, and migrations
GOVERNANCE AND SECURITY
•Set and enforce data handling and governance policies
•Manage data access, permissions, and security
•Support data privacy and compliance requirements
REPORTING AND SUPPORT
•Build and maintain reports and dashboards
•Support teams with data requests and analysis
•Document data processes and definitions
REQUIRED QUALIFICATIONS
•[2-5]+ years of data management or related experience
•Strong knowledge of databases and data tools
•Experience with data quality, governance, or reporting
•Analytical, organized, and detail-oriented
•Clear communication with technical and non-technical teams
PREFERRED QUALIFICATIONS
•Bachelor's degree in a relevant field, or equivalent experience
•Experience with [SQL, your CRM, BI, or data platforms]
•Knowledge of data privacy and security practices
COMPENSATION AND HOW TO APPLY
Compensation: $_____ per year + [bonus]
Benefits: __
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 2: Small Business / Nonprofit Data Manager
The right-sized version: managing a donor, member, or program database for a nonprofit, school, or small organization, often a self-directed, multi-hat role.
Data Manager Job Description (Small Business / Nonprofit)
DATA MANAGER JOB DESCRIPTION (SMALL BUSINESS / NONPROFIT)
Company: __ (nonprofit / small organization)
Location: __
Reports to: [Executive Director / Development Director / Owner]
Employment type: [ ] Full-time [ ] Part-time
FLSA classification: [confirm; see note]
Compensation: $_____ per year [or per hour]
JOB SUMMARY
[Organization Name] is hiring a Data Manager to own our donor,
member, or program data and make it work for the organization. You
will manage our CRM or database, keep records accurate, run
reports for fundraising or programs, and support staff with the
data they need. This is a hands-on, self-directed role for a small
organization that relies on clean, usable data.
KEY RESPONSIBILITIES
•Manage and maintain the donor, member, or program database
•Keep records accurate, deduplicated, and up to date
•Import, export, and clean data across systems
•Build reports and lists for fundraising, programs, or leadership
•Support staff with data entry, pulls, and questions
•Maintain data privacy and appropriate access
•Document data processes so the work is repeatable
•Help select or improve data tools as the org grows
REQUIRED QUALIFICATIONS
•[1-3]+ years of database, CRM, or data management experience
•Experience with a CRM or donor database (e.g., the system you use)
•Highly organized, accurate, and self-directed
•Comfortable wearing multiple hats in a small organization
•Clear communicator with non-technical staff
PREFERRED QUALIFICATIONS
•Experience with [your CRM, donor, or program database]
•Nonprofit, school, or membership-organization experience
•Reporting or data-analysis skills
NOTE ON CLASSIFICATION (read before posting)
A "data manager" title does not automatically make the role
exempt. A role with real discretion over data policy and systems
is usually exempt; a routine data-entry or CRM-clerk role may be
non-exempt and overtime eligible. Classify on the actual duties,
not the title, and state whether the role is salaried or hourly.
This is general information, not legal advice.
HOW TO APPLY
To apply, send your resume to __.
[Organization Name] is an equal opportunity employer.
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The infrastructure version: administering and optimizing the databases themselves, performance, backups, and security, more technical than a generalist data manager.
Database Manager Job Description
DATABASE MANAGER JOB DESCRIPTION
Company: __
Location: __
Reports to: [IT Director / CTO]
Employment type: Full-time
FLSA classification: Exempt (salaried)
Compensation: $_____ per year + [bonus]
JOB SUMMARY
[Company Name] is hiring a Database Manager to own the
technologies that store and serve our data. You will administer,
maintain, and optimize our databases, manage performance, backups,
and security, and ensure data is available and reliable for the
systems and people that depend on it. This role is more technical
and infrastructure-focused than a generalist data manager.
KEY RESPONSIBILITIES
•Administer, maintain, and optimize databases
•Manage database performance, tuning, and capacity
•Implement backups, recovery, and disaster planning
•Manage database security, access, and permissions
•Monitor systems and resolve database issues
•Plan and execute migrations and upgrades
•Support developers and analysts with data access
•Document configurations and procedures
REQUIRED QUALIFICATIONS
•[3-5]+ years of database administration experience
•Strong SQL and database platform knowledge
•Experience with performance tuning, backups, and security
•Familiarity with [your database systems]
•Analytical, methodical, and detail-oriented
PREFERRED QUALIFICATIONS
•Bachelor's degree in computer science or a related field
•Relevant database or cloud certifications
•Experience with [specific platforms or cloud databases]
COMPENSATION AND HOW TO APPLY
Compensation: $_____ per year + [bonus]
Benefits: __
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 4: Junior / Entry-Level Data Manager
The first-step version: data entry, routine reporting, and data quality under supervision, with a path to data manager. Often a non-exempt, hourly tier.
Junior / Entry-Level Data Manager Job Description
JUNIOR / ENTRY-LEVEL DATA MANAGER JOB DESCRIPTION
Company: __
Location: __
Reports to: [Data Manager / Operations]
Employment type: Full-time
FLSA classification: [confirm; see note]
Compensation: $_____ per year [or per hour]
JOB SUMMARY
[Company Name] is hiring a Junior Data Manager to support our data
systems and grow into a full data management role. You will help
maintain databases and records, run routine reports, support data
quality, and learn our systems and processes. This is an
entry-level role with a path to data manager.
KEY RESPONSIBILITIES
•Maintain data accuracy and complete data entry
•Help manage databases and records
•Run routine reports and pull data on request
•Support data imports, exports, and cleanup
•Help maintain data documentation
•Follow data handling and security procedures
•Support the data team with day-to-day tasks
•Learn data tools, systems, and governance
REQUIRED QUALIFICATIONS
•[0-2] years of experience; relevant coursework a plus
•Strong attention to detail and accuracy
•Comfortable with spreadsheets and data tools
•Willingness to learn databases and reporting
•Organized, reliable, and eager to grow
PREFERRED QUALIFICATIONS
•Exposure to SQL, a CRM, or database tools
•Coursework in data, IT, or a related field
•Any data-entry or reporting experience
NOTE ON CLASSIFICATION (read before posting)
An entry-level role focused on routine data entry and reporting
under supervision is often non-exempt and overtime eligible.
Classify on the actual duties, not the title, and state whether
the role is hourly or salaried. This is general information, not
legal advice.
HOW TO APPLY
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
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The operations version: keeping data pipelines, workflows, and integrations running reliably, with a focus on process, automation, and data quality at scale.
Data Operations Manager Job Description
DATA OPERATIONS MANAGER JOB DESCRIPTION
Company: __
Location: __
Reports to: [Director of Data / Operations / CTO]
Employment type: Full-time
FLSA classification: Exempt (salaried)
Compensation: $_____ per year + [bonus]
JOB SUMMARY
[Company Name] is hiring a Data Operations Manager to keep our
data pipelines, processes, and workflows running reliably. You
will manage the day-to-day operations of our data systems, ensure
data flows accurately between tools, maintain quality and
documentation, and improve the processes that keep data dependable
at scale.
KEY RESPONSIBILITIES
•Manage data pipelines, workflows, and integrations
•Ensure data flows accurately between systems
•Maintain data quality, monitoring, and alerting
•Improve and automate data processes
•Manage data tooling and vendor relationships
•Document data operations and standards
•Partner with analysts, engineers, and stakeholders
•Resolve data issues and prevent recurrence
REQUIRED QUALIFICATIONS
•[3-5]+ years of data operations or related experience
•Strong understanding of data pipelines and quality
•Experience with data tools, automation, or scripting
•Process-oriented and analytical
•Strong communication and coordination skills
PREFERRED QUALIFICATIONS
•Bachelor's degree in a relevant field
•Experience with [your data stack or platforms]
•Knowledge of data governance and privacy
COMPENSATION AND HOW TO APPLY
Compensation: $_____ per year + [bonus]
Benefits: __
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 6: Senior Data Manager
The senior version: owning data strategy and governance org-wide, leading initiatives, and managing a data team, partnering with leadership on decisions.
Senior Data Manager Job Description
SENIOR DATA MANAGER JOB DESCRIPTION
Company: __
Location: __
Reports to: [Director of Data / CIO / CTO]
Employment type: Full-time
FLSA classification: Exempt (salaried)
Compensation: $_____ per year + [bonus]
JOB SUMMARY
[Company Name] is hiring a Senior Data Manager to lead our data
strategy, systems, and team. You will own data governance and
quality across the organization, lead data initiatives, manage
data staff, and partner with leadership to turn data into a
reliable asset for decision-making. This is a senior role for an
experienced data professional.
KEY RESPONSIBILITIES
•Own data strategy, governance, and quality org-wide
•Lead data systems, architecture, and major initiatives
•Manage and develop data team members
•Set data policies, standards, and security practices
•Partner with leadership on data-driven decisions
•Oversee reporting, analytics, and data infrastructure
•Ensure data privacy and regulatory compliance
•Evaluate and select data tools and platforms
REQUIRED QUALIFICATIONS
•[6]+ years of data management experience
•Track record leading data strategy and teams
•Deep knowledge of data governance, quality, and systems
•Strong leadership and stakeholder-management skills
•Experience with data privacy and compliance
PREFERRED QUALIFICATIONS
•Bachelor's or advanced degree in a relevant field
•Experience leading data teams or functions
•Knowledge of modern data platforms and BI tools
COMPENSATION AND HOW TO APPLY
Compensation: $_____ per year + [bonus]
Benefits: __
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Classification, Privacy, and Scope
This is the part the generic templates skip, and the part that matters most for a data manager hire: the FLSA classification that the title does not decide, the privacy and security built into the role, the disambiguation among data titles, and right-sizing the scope. Getting these right makes the posting credible and the hire effective.
A data manager title does not decide exempt status
This is the single most overlooked point when hiring a data manager. Under the Department of Labor's rules, job titles do not determine whether a role is exempt from overtime; the actual duties and salary do. A data manager with real discretion over data policy, systems, and governance generally qualifies as exempt under the administrative exemption, which expressly covers work like database administration. But a role labeled data manager that is really routine data entry or CRM-clerk work, with little independent judgment, may be non-exempt and owed overtime. The risk is misclassifying a lower-discretion role as exempt simply because the title sounds senior. Classify on what the person actually does, confirm against the current federal salary threshold and any stricter state rules, and document the basis. This is general information, not legal advice.
Data privacy and security are part of the job
Because a data manager controls who can see and change the organization's data, privacy and security are core to the role, not an afterthought. The role typically owns access permissions, enforces handling policies, and supports compliance with whatever privacy obligations apply to the organization, which vary by industry and the kind of data involved, donor records, member data, health information, or customer data. A strong posting names data privacy and security as real responsibilities and asks for relevant experience. For a smaller organization, this is often the first role that formally owns who can touch the data and how it is protected, which makes getting the scope right in the job description especially valuable. This is general information, not legal advice.
Decide which 'data' role you actually need
Data manager sits among several adjacent titles that are easy to confuse, and naming the right one sharpens the candidate pool. A generalist data manager oversees data systems, quality, and governance for the business. A database manager is more technical, owning the databases themselves, performance, backups, and security. A data analyst interprets data and builds insight rather than managing systems, and a data operations manager focuses on pipelines and process. Decide whether you need someone to govern and organize data, to administer the database technology, to analyze data, or to run data operations, and title the posting for that. Using the precise title rather than the broad data manager attracts candidates whose skills actually match. This is general information, not legal advice.
Match the seniority and scope to your organization
The data manager title spans a wide range, from a nonprofit donor-database role in the mid-fifties to an enterprise data leader well into six figures, so scope the posting to your reality. A small organization usually needs a hands-on, self-directed person who can manage a CRM, keep records clean, and run reports, not an enterprise data strategist. A larger organization may need a senior manager who leads a team and owns governance org-wide. Be honest about the scope, the systems, and the level in the posting, because a mismatch wastes everyone's time and a right-sized description attracts candidates who will be happy in the role. This is general information, not legal advice.
Title Does Not Decide Exempt Status
Under the administrative exemption, a data manager with real discretion over data policy and systems generally qualifies as exempt, and the Department of Labor expressly includes database administration. But job titles do not determine exemption: a routine data-entry or CRM-clerk role labeled data manager may be non-exempt and owed overtime. Classify on the actual duties.
For the full classification picture, the exempt vs non-exempt guide covers the duties tests, which matter most for the junior and nonprofit variants where the answer can go either way.
Requirements and Skills to Include
Requirements for a data manager center on data and database experience, the specific tools you use, and the discipline to keep data accurate and secure. The SHRM job description tools describe a good job description as a plain-language summary of a role's duties and requirements, and for a data role that means concrete, demonstrable skills rather than a generic list. The difference shows in how the lines are written.
Weak requirement
Strong requirement
Data experience
2+ years of data management or database experience
Knows databases
Proficiency with SQL, your CRM, or your data platform
Detail-oriented
Maintains data accuracy and quality across systems
Handles data
Manages access, permissions, and data security
Good with reports
Builds reports and dashboards for stakeholders
Set the bar at data and database experience, the specific tools the role uses, and the discipline to keep data accurate and secure, and keep every line job-related and neutral. The EEOC rules on job advertisements prohibit postings that express preferences based on protected characteristics, so the demands of the role belong in the posting written as the job's requirements, not a sketch of the person imagined doing it.
Data Manager Salary
Data manager pay varies widely because the title spans several roles and seniority levels. Anchor on the federal occupation that best matches your interpretation, then right-size to your organization.
A Wide Range by Interpretation (BLS)
For the technical interpretation, database administrators had a median annual wage of $104,620 as of May 2024 (10th percentile $56,820). The senior management interpretation, computer and information systems managers, had a median of $171,200. Nonprofit and small-business data roles run lower, often in the mid-fifties to mid-sixties.
Because the title maps to multiple occupations, the right benchmark depends on what you actually need: the database-administrator figure for a technical role, the information-systems-manager figure for a senior leader, and national compensation surveys focused on smaller organizations for a nonprofit or small-business data role, which commonly land well below the federal medians. Pay rises with seniority, technical depth, and organization size. Benchmark to your specific interpretation, level, and local market rather than to a single national number. This is general information, not compensation advice.
Matching the Title to Your Need
Three distinctions decide which template and title fit: data manager versus database manager, data manager versus analyst, and the separate clinical specialty. Getting these right is what makes the posting land with the right candidates.
Data manager vs database manager
These titles overlap but emphasize different things. A data manager understands the organization's goals and uses data to improve operations: governance, quality, reporting, and how data is used across the business. A database manager focuses on the technologies that store and serve data: administering databases, tuning performance, managing backups and security. One is closer to business and governance, the other closer to infrastructure and engineering. In a small organization the same person may do both, but in a posting it helps to lead with whichever emphasis matters most. If you need someone to organize and govern data, post a data manager; if you need someone to run the database technology, post a database manager.
Data manager vs data analyst
A data manager and a data analyst are different jobs that are often confused. A data manager owns the systems, quality, and governance that keep data reliable and usable. A data analyst takes that data and interprets it, building reports, finding patterns, and answering business questions. The manager makes sure the data is trustworthy and well-organized; the analyst draws conclusions from it. Many organizations need both, and at a small scale one person sometimes wears both hats, but the core skill sets differ: systems and governance for the manager, analysis and interpretation for the analyst. Decide which need is primary and title the role accordingly, since candidates self-select heavily on these two titles.
Clinical data manager is a separate role
If your organization runs clinical trials or research, note that a clinical data manager is a distinct, specialized role, not the generalist data manager described here. Clinical data managers work with case report forms, electronic data capture systems, and clinical data standards, under regulated good clinical practice requirements. The skills, tools, and compliance obligations are specific to clinical research and do not transfer cleanly from a generalist data role. If that is what you need, post specifically for a clinical data manager and describe the trial systems and standards involved, rather than using the generalist templates here, which are written for business, nonprofit, and operational data roles.
After You Hire: Onboarding a Data Manager
Onboarding a data manager has one feature most roles do not: because the role controls access to sensitive data, getting system permissions and data-handling expectations right from the start matters. Beyond the standard new-hire paperwork, the offer, the I-9, and tax forms, this role needs careful access setup and clear data-handling agreements.
Send the offer
Confirm the title, pay, and classification in writing. An offer letter with e-signature makes the terms clear and starts the hire.
Set up access carefully
Because this role touches sensitive data, provision system and database access deliberately, with the right permissions documented from the start.
Store the records
Keep the offer, signed policies, and any data-handling or confidentiality acknowledgments organized and accessible.
Set first priorities
Agree on what success looks like in the first 30, 60, and 90 days, whether that is cleaning up records, building reports, or documenting systems.
Once the offer is ready, the offer letter template handles the hire with the title, pay, and classification stated, and the onboarding template gives a structured start. FirstHR connects the offer, e-signature, document storage, and onboarding workflow in one place, so a small organization can capture data-handling and confidentiality acknowledgments, store signed policies, and run a consistent first few weeks while the new manager takes ownership of the data. FirstHR is an HR and onboarding platform, not a database, data-governance, or analytics system, and it does not run payroll or administer benefits, so pair it with those tools. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A data manager oversees data systems, quality, governance, and reporting, keeping the organization's data clean, secure, and usable.
Use the template that matches the type and level: generalist, small business or nonprofit, database, junior, data operations, or senior.
A data manager title does not auto-exempt the role; a high-discretion role is usually exempt, a routine data-entry role may be non-exempt.
Data privacy and security are core to the role, since the data manager controls who can access and change the organization's data.
There is a real small-business and nonprofit segment, often a donor-CRM or program-data role, distinct from the enterprise version.
Pay spans a wide range; federal data reports medians of $104,620 (database administrators) and $171,200 (information systems managers).
Frequently Asked Questions
What does a data manager do?
A data manager oversees how an organization collects, stores, organizes, and uses its data. Day to day, that means managing data systems and databases, maintaining data accuracy and quality, setting and enforcing governance and security policies, controlling who can access data, and building reports that turn data into usable information. The role keeps data clean, consistent, secure, and available to the teams that need it. The exact mix varies by setting: at a nonprofit it may center on a donor or member CRM, at a tech company on data pipelines and governance, and at a small business on keeping core records accurate and useful. It is an organized, detail-driven role that bridges technical systems and business needs, distinct from a data analyst who interprets data and a database manager who focuses on the database technology itself. This is general information, not legal advice.
What are a data manager's duties and responsibilities?
A data manager's duties group into data systems and quality, governance and security, reporting and analysis, and documentation and process. Data systems and quality: overseeing databases and integrations, maintaining accuracy and consistency, and managing imports, exports, and migrations. Governance and security: setting and enforcing data policies, managing access and permissions, and supporting privacy and compliance. Reporting and analysis: building and maintaining reports and dashboards and supporting teams with data requests. Documentation and process: documenting data definitions and processes and improving data workflows over time. The weighting shifts by setting and level, a junior role leans on data entry and reporting while a senior role owns governance and strategy, so a strong posting picks the responsibilities that match the specific role and organization rather than listing everything. This is general information, not legal advice.
What is the difference between a data manager and a database manager?
A data manager focuses on the organization's data as a whole while a database manager focuses on the database technology. A data manager understands business goals and uses data to support them: governance, data quality, reporting, security policy, and how data is used across the organization. A database manager, closer to a database administrator, owns the technical side: administering databases, tuning performance, managing backups and recovery, and securing the database systems themselves. Put simply, the data manager governs and organizes the data, and the database manager runs the technology that stores it. In a small organization one person may do both, but the skill emphasis differs, business and governance for one, infrastructure and engineering for the other. Decide which you primarily need and title the posting accordingly, because candidates with these two backgrounds are often different people. This is general information, not legal advice.
Is a data manager exempt or non-exempt under the FLSA?
It depends on the actual duties, not the title. A data manager with genuine discretion and independent judgment over data policy, systems, and governance generally qualifies as exempt under the administrative exemption, and the Department of Labor expressly includes database administration among the work that can meet it. However, a role labeled data manager that is really routine data entry or CRM-clerk work, with little independent judgment, may be non-exempt and therefore entitled to overtime. The Department of Labor is explicit that job titles do not determine exemption status; the duties and the salary do. The practical risk is assuming a senior-sounding title makes the role exempt when the work does not support it. Classify on what the person actually does, confirm against the current federal salary threshold and any stricter state rules, and document the basis. This is general information, not legal advice.
What qualifications does a data manager need?
A data manager typically needs a few years of data management or related experience, solid knowledge of databases and data tools, and experience with data quality, governance, or reporting, along with strong analytical and organizational skills. A bachelor's degree in a relevant field is commonly preferred but often substitutable with equivalent experience, especially in smaller organizations. The specific tools matter: SQL, a particular CRM or donor database, business-intelligence tools, or a cloud data platform, depending on the role. A database-manager-flavored role leans more technical, expecting strong SQL and administration skills, while a nonprofit data manager may prioritize CRM and reporting experience over deep technical depth. The most important quality across all versions is the discipline to keep data accurate, organized, and secure. List the experience, tools, and education your specific role needs rather than a generic catch-all. This is general information, not legal advice.
How much does a data manager make?
Pay varies widely by interpretation, seniority, industry, and region, because the data manager title spans several roles. The closest federal occupation for the technical interpretation, database administrators, had a median annual wage of $104,620 as of May 2024, with the lowest 10 percent earning less than $56,820. The more senior management interpretation maps to computer and information systems managers, with a median of $171,200. At the other end, national compensation surveys focused on the data manager title and on smaller organizations show a wide range, with nonprofit and small-business donor-database roles commonly landing around the mid-fifties to mid-sixties. In short, the role ranges from roughly the mid-fifties at a small nonprofit to well into six figures at a large enterprise. Benchmark to your specific interpretation, seniority, organization size, and local market rather than to a single national figure. This is general information, not legal or compensation advice.
Does a small business or nonprofit need a data manager?
Often yes, though the role looks different than at a large company. Small nonprofits, private schools, faith and community organizations, and small businesses frequently need someone to own their donor, member, or program data, typically a CRM or database such as the systems used for fundraising and program tracking. At a small scale this is usually a hands-on, self-directed role that combines database management, data cleanup, reporting, and staff support, sometimes blended with communications or administrative work, rather than an enterprise data strategist. The clearest sign you need the role is when data lives in scattered spreadsheets, records are inconsistent, and reporting takes too long. A right-sized data manager pays off by making the organization's data trustworthy and usable. Scope the posting to that reality rather than borrowing an enterprise job description. This is general information, not legal advice.
What should a data manager job description include?
A strong data manager job description first names the specific type and level, since a generalist data manager, a small-business or nonprofit data manager, a database manager, a junior role, a data operations manager, and a senior manager differ meaningfully. It should include a brief about the organization and the data systems involved, a job summary that frames the data-governance and quality mandate, and responsibilities grouped into data systems and quality, governance and security, reporting, and documentation. The qualifications should state the experience level, the specific tools and platforms the role uses, and any education preference. The most valuable additions that generic templates skip are the practical specifics: an honest FLSA classification note (since the title does not decide exemption), the data privacy and security expectations, and a scope right-sized to your organization. Close with a realistic salary, an equal opportunity statement, and clear application instructions. This is general information, not legal advice.
