Advancement Associate/Database Specialist

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

The Advancement Associate/Database Specialist is the primary person responsible for maintaining the School’s database, pertaining to the advancement of the School and providing administrative support to the Advancement team.

Essential duties and responsibilities include but are not limited to the following:

  • Maintain integrity of database with over 12,000 constituents, by ensuring that biographical and gift information is accurate and up-to-date. Become in house “expert” on the database by proactively using all resources available (list serves, user group meetings, networking, etc.) to gain expertise on the intricate workings of the database.
  • Serves as the school’s Raiser’s Edge (current database system) liaison with the technology department, business office, and with Blackbaud and other related software vendors.
  • Utilize database to develop fundraising reports for internal and external use, track event registrants and volunteers, and produce data files to create labels, letters, nametags, forms and other requested materials.
  • Process, code, and acknowledge all gifts (checks, pledges, securities) in a timely and accurate fashion. Reconcile gift records daily. Work closely with the business office to ensure that all gifts are reconciled with business office records.
  • Track status of all outstanding annual and campaign pledges. Produce monthly pledge reminders for donors and pledge reports as needed.
  • Implement projects to improve the integrity of constituent information, particularly alumni.
  • Provide technical support and training to Advancement colleagues for Raiser’s Edge.
  • Ensures confidentiality of Raiser’s Edge data including addresses and donor records.
  • Handles reservations, responds to incoming calls and maintains up-to-date guest lists for events.
  • Assists in coordinating mailing of invitations, response cards and other enclosures.
  • Creates nametags, place cards and other event related items.
  • Staffs all Advancement events and assists in the setup for each event as needed.
  • Processes check requests for department.
  • Provides break relief for the receptionist.
  • Assists in other projects as assigned by the Associate Director AG&AE, President and Associate Director Events & Capital Campaigns.


Supervisory responsibilities: None

  • 2 year Associate degree required. BA or BS degree preferred.
  • Minimum 3 years of strong administrative experience in a fast-paced environment.
  • Outstanding system skills including data entry, database management, word processing, spreadsheets, and reports.
  • Highly organized and strong attention to detail.
  • Ability to work independently and prioritize workload.
  • Be available to work occasional evenings and weekends in support of school events and programs.
  • Experience in special events, fund-raising or public relations preferred but not required.
  • Blackbaud (Raiser’s Edge) database experience strongly preferred, but not required.