Advancement Database and Operations Manager

Core Responsibilities

• Process all gift entries in Raiser’s Edge, including online donations, pledges, stock transfers, in-kind gifts, and payroll deductions
• Ensure timely and accurate gift processing that donors can count on
• Generate acknowledgments and receipts in coordination with the Annual Giving & Stewardship Assistant Director
• Maintain clean, accurate constituent records and giving histories
• Manage mail and mailing list updates to keep communications accurate and relevant
• Conduct annual data updates for new and departing students, families, and staff

Gift Reconciliation & Financial Coordination

• Reconcile Advancement records with the Business Office on a regular schedule
• Investigate and resolve discrepancies to ensure audit-ready documentation
• Support year-end reporting and donor substantiation requirements

Reporting, Segmentation & Progress Tracking

• Produce regular reports tracking the Annual Fund performance, LYBUNT (Last year But Unfortunately Not This) trends, monthly giving retention, and major donor activity
• Monitor and track progress toward fundraising goals and milestones
• Provide data support for Advancement Committee and Board reports
• Support campaign segmentation and progress tracking (non-managerial role)
• Complete annual DASL (Data and Analysis for School Leadership) Advancement reporting

Endowment Data Management (Adavico)

• Maintain accurate endowment fund records in the Adavico, including fund purposes, restrictions, donor intent language, and balances and distributions
• Collaborate with Advancement and Communications teams to gather stories, photos, and impact narratives for donor-facing endowment reports
• Track report delivery and donor follow-up
• Maintain records of solicitations and donor outreach through database appeal and action tracking

Data Integrity & Systems Improvement

• Establish and maintain database policies, procedures, and best practices
• Lead data hygiene initiatives, imports, and exports
• Train Advancement staff on database functionality and best practices
• Recommend system improvements to enhance efficiency and accuracy