Admission & Advancement Database Associate

Job Level
Entry-level position
Job Category
Specialist / Associate
  • Systems / Operations
Job Status
Areas of Responsibility
  • Data / Database

Position: Admission & Advancement Database Associate
Reports to: Directors of Admission & Advancement
Position status: Full-time (Non-exempt)

Position Summary

The Admission & Advancement Database Associate is directly responsible for the comprehensive management of the applicant and donor databases, respectively, inRESONANCE and Blackbaud’s The Raiser's Edge.  This position will divide time between the admission and advancement offices to support both departments.  The ideal candidate is exceptionally reliable, proactive, resourceful, detail-oriented, demonstrates excellent written and interpersonal communication skills, and is committed to supporting the mission and goals of San Francisco Day School. 

Essential Functions


Comprehensive Database Management

  • Manage the operation, maintenance, data entry, and accuracy for applicants, using the inRESONANCE database and support from office staff.
  • Track receipt of documents and applications with assistance from office staff on paper materials.

Online Scheduling and Management

  • Enter events and tours with online scheduling in partnership with office support; manage changes.
  • Maintain online schedule.
  • Manage and update online forms and templates.
  • Provide assistance to applicant families using online system.
  • Close inquiries and applications in the system throughout the season and at the end of enrollment season.

General Office Support

  • Generate letters using templates or crafting new ones.
  • Provide reports for analysis on results of prospective parent visits.


Comprehensive Management of the Donor Database 

  • Manage the operation, maintenance, data input, data integrity, and accuracy for The Raiser’s Edge constituent database management system. 
  • Maintain accurate constituent records in a timely manner. 
  • Manage the creation of donor reports. Develop additional reports and lists that are responsive to the needs of the Advancement Office. Proactively manage the reports process and prioritize and accommodate competing requests for data and reports. 
  • Develop systems and procedures for effectively tracking pipeline of donors and facilitate information maintenance.  Conduct prospect research as requested by Director of Advancement.

Gifts Processing and Acknowledgements 

  • Process all gifts from individuals, corporations, foundations, and organizations received by SFDS in a timely manner. This includes gifts to Breakthrough San Francisco, a program of SFDS. 
  • Generate gift acknowledgement letters, receipts, and pledge reminders in a timely manner. 
  • Manage and coordinate monthly reconciliation and annual audit requests with the Business Office.  

Mail Coordination 

  • Manage coding of appeals and solicitations through The Raiser’s Edge. 
  • Proofread and copyedit as needed. 
  • Coordinate production and mailing logistics of solicitations and stewardship mailings.

General Office Management 

  • Develop good rapport with parents, faculty and staff, alumni, and all others connected to the school.
  • Attend and help with events as assigned.


  • Requires a minimum of 3 years of related professional experience. 
  • Bachelor’s degree required; Master’s degree a plus.
  • Extensive database experience and proficiency is required—either Blackbaud’s The Raiser’s Edge or inRESONANCE, preferably both. 
  • Extensive experience and facility with Microsoft Office Suite (particularly Excel) is required.
  • Time-management skills, the ability to multi-task under pressure, creative problem-solving skills, and strong organizational and project management skills.
  • Perform all functions with a high degree of accuracy and confidentiality. 
  • Excellent written and oral communication skills. 
  • Listen attentively and work effectively with others to support organizational goals.
  • Develop good rapport with parents, faculty and staff, alumni, and all others connected to the school -- embrace and support the school community.
  • Demonstrate a positive and productive attitude.
  • Must be willing to work evenings and weekends occasionally.


About San Francisco Day School

San Francisco Day School is an independent, co-educational school serving approximately 400 students in grades K-8. SFDS educates, nurtures, and inspires girls and boys of diverse backgrounds to achieve their highest academic and creative potential, to embrace ethical values, and to become active contributors to their communities. San Francisco Day School welcomes and celebrates children, families, faculty, and staff that reflect the broad range of diversity in the Bay Area. The school values the strengths and accomplishments of the individuals who are part of the community and takes pride in and celebrates the diversity and special character of the community as a whole. Therefore, San Francisco Day School encourages people of color and LGBT applicants to apply.

To Apply

Please apply online with a letter of intent, salary expectations, and current resume:

No phone calls please.