Database Manager

Job summary:
The Database Manager is responsible for the Philanthropy and Alumni Relations Departments’ donor database gift processing, records management, and overall data integrity. The Database Manager collaborates with stakeholders to ensure that the information in the donor database is entered completely, correctly, consistently and is current so that the data is accessible for accurate reporting.

• Gift Processing and Constituent Records Management
• Enters all gifts and pledges, including matching gifts, securities, credit cards, in-kind, memberships, sponsorships, and other payment types, in a timely manner and with a high level of accuracy
• Prepares acknowledgment letters to thank donors within 48 hours of receipt of gifts
• In support of the school’s Parent Organizations, develops a process and implements the entering of event information, produces acknowledgments and reports
• Manages the quality, completeness, and security of all data related to constituent and gift records maintained in the database, including any address updates provided by NCOA, address updates when emails and direct mail are returned, and other constituent data that may be tracked
• Responsible for generating pledge reminders and giving statements to be sent every May and November. The process is coordinated with the Director of Stewardship for any additional materials to accompany the statements
• Generates contribution reports pertaining to Endowments, Annual Fund, and Capital Campaign as requested by the Business Office and other stakeholders such as IRS, NCAIS, NAIS, INDEX, parent organizations, etc
• Responds to and resolves gift-related questions from donors
• Serves as the matching gift liaison in support of the School, its donors, and the matching gift organizations
• Manages stock donation process; acts as stock transfer liaison for the School, donor, and the brokerage firms, in collaboration with the Schools Controller
• Manages all credit card processing, along with third-party applications, including troubleshooting and updating credit card information through the payment processing sites
• Administers, tracks, and updates the donor database in alignment with departmental initiatives using appeals, funds, campaigns, and packages
• Generates donor recognition lists for the Annual Giving Report and other stewardship materials in coordination with the Director of Stewardship
• Coordinates with the other internal School database managers to perform timely end-of-year processing
• Supports fundraising efforts by building queries for the team and teaching them how to use and update reports. Working with the Director of Philanthropy Services, generates more complicated queries, exports, and reports as needed
• Responsible for developing and maintaining procedures on accepting, tracking, recording, and reporting contributions using industry best practices in gift processing, as part of the more comprehensive Philanthropy Services Team policy and procedures
• Maintains database integrity and keeps up to date with developments and trends in database management

Collaboration and training:
• Collaborates with the Business Office on monthly balance reconciliation, annual financials, the annual audit, as well as other external reporting requirements
• Collaborates with Marketing and Communications by providing constituent lists for communications via email or direct mailing
• Collaborates with Human Resources regarding payroll deductions for contributions
• Working with the Director of Philanthropy Services, helps to coordinate and provide training for users in the most efficient and effective use of the database; troubleshoots issues as needed

Education and experience:
• Bachelors degree
• Strong knowledge of gift processing procedures, established record of database management and fundraising processes
• 3-5 years experience with Raisers Edge preferred

• Advanced database, computer, and technical skills required to manage donor databases; excellent attention to detail
• Demonstrated ability to work successfully under pressure and independently; able to consider processes end-to-end and anticipate downstream effects
• Highly organized team player who must be able to prioritize work, be proactive, take initiative, resolve problems, follow-through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner
• Performs work with a constant awareness of improving processes necessary for positive growth
• Excellent verbal and written communication skills
• Strong interpersonal skills, capable of building rapport and working effectively with board members, staff members, volunteers, consultants, and donors/prospects. Proven ability to excel in a team environment, with an attitude of service and flexibility
• Computer fluency in MS Office, Google Suite, web applications, and knowledge about the role of technology and electronic communication in fundraising
• Adheres to the highest level of professionalism by demonstrating honesty, integrity, and maturity
• Maintain confidential information appropriately

• Regular work at events and meetings
• The position requires some overtime and weekend work
• Comply with school policies and procedures
• Performs other duties as requested