Advancement Services and Database Assistant

Job Level
Entry-level position
Job Category
  • Systems / Operations
Job Status
Areas of Responsibility
  • Data / Database
Employment type: full-time
FLSA Classification: Non-Exempt
Reports to: Director of Advancement

Overview: The Advancement Services and Database Assistant will provide support for the Director of Advancement, the Annual Fund Manager, as well as the Advancement Committee of the Board of Trustees.

Using Raiser's Edge, this position focuses on the receipt, coding, recording, and acknowledgment of gifts, donations, and pledges of all kinds; tracking and generating pledge reminders; creating, maintaining, and implementing constituent-specific thank you templates. This position requires a high degree of accuracy in all aspects of gift processing, reporting, and the timely and effective acknowledgement of donors and volunteers.

Additionally, understanding the business side of fundraising, through building accurate queries and reports, makes experience with Raiser's Edge a distinct advantage in being considered for the position. The ideal candidate is a well-organized, detail-oriented self-starter with excellent verbal and written communication skills and an interest in the field. A high level of proficiency with donor management software and Microsoft Office applications is required. Willingness to be flexible with work schedule in support of events and deadlines also required. Experience working in a nonprofit organization or a school is a significant plus.

- Accurately receive and record all gifts, pledges, pledge payments, and event or appeal-related donations in Raiser's Edge.
- Generate, track, and mail all gift acknowledgment letters.
- Review outstanding pledges quarterly with DOA & generate appropriate reminders.
- Update, edit, and maintain advancement office templates.
- Manage all constituent research from enrollment forward & assist in identifying families of note; maintain and update the cultivation spreadsheet.
- Create and run queries, exports, lists, and reports from Raiser' Edge as needed.
- Assist in preparing board, committee meeting materials, and monthly reports.
- Enter data in event software or spreadsheets annual gala.
- Provide support for special events
- Enter solicitation information in Raisers Edge.
- Perform quarterly gift & pledge balance reconciliation with business office.
- Generate, track and manage all Advancement office POs, check requests, expense forms, reimbursements and reconciliation with business office for advancement team and events.
- Manage RSVPs for certain events.
- Interface comfortably with donors and board members.
- Proactively solicit and maintain wine inventory for events.
- Other duties as assigned

- Fastidious accuracy.
- High level of proficiency with Raisers Edge, Whipple Hill, Excel, Word, auction event management software, and databases in general.
- Ability to thrive in a dynamic and fast-paced deadline-driven office environment.
- Previous experience in a development office, preferably at an educational institution.
- Familiarity and comfort with social media platforms.
- Alignment with the mission of Sonoma Academy.
- Ability to communicate effectively with school representatives, parents, students, alumni, trustees, and donors at all levels.
- Collaboration and willingness to pitch in when needed.
- Confidence running reports and queries; mail merge.
- Expertise with Adobe Suite.
- Special events experience.
- Diplomacy, self-confidence and confidentiality a must; a great sense of humor a big plus.
- Bachelor's degree preferred.

Physical Requirements and Work Environment
- Occasionally lift up to thirty pounds.
- Generally works in standard office conditions and climate.
- May work in varied outside weather conditions during special activities and fundraising events.
- Work is completed in a fast paced, high efficiency and highly collaborative environment.
- May work at a desk and computer for extended periods of time.
- Weekend work for some events required.

Overview of School
Founded in 2001, Sonoma Academy is a dynamic college preparatory high school which provides a premier education for over 310 motivated learners from Sonoma, Napa, Marin, and Lake Counties. The campus is located on a 34-acre site at the foot of Taylor Mountain in southeastern Santa Rosa, approximately one hour north of San Francisco. SA graduates attend public and private colleges all over the U.S and abroad.

Sonoma Academy is an equal opportunity employer. Sonoma Academy does not discriminate in employment opportunities or practices on the basis of race, color, religion, sexual orientation, national origin, age, or any other characteristic protected by law. We are deeply committed to having a faculty and student body which reflect the rich diversity within the community.

To apply for this position, send a cover letter and resume to the reply email address on this ad.

Lupe Barragan