Data Services Coordinator

Job Level
Mid-level position
Job Category
  • Systems / Operations
  • Information Technology
Job Status
Areas of Responsibility
  • Data / Database
  • Services / Service Management

Position Title:  Data Services Coordinator
Department: Advancement & Admissions
Reports to:  Director of Advancement & Director of Admissions
Status: Full Time/Exempt, 5 days a week/12 months

The Frances Xavier Warde School is an independent, Catholic elementary school in downtown Chicago that provides an academically excellent, values-orientated education to students of all ethnic, religious, cultural, and socioeconomic backgrounds in a child-centers urban environment. Our 3-year-old preschool through Grade 8 program is comprised of nearly 1,000 students on two campuses.

Essential Job Responsibilities
This position supports efficient fundraising and admissions data records management for the Advancement and Admissions offices. Responsibilities include, but are not limited to, processing daily gifts and acknowledgements, coordinating the fulfillment of pledges, reviewing and processing admissions applications and producing fundraising and recruitment queries and reports. This position serves as a liaison to IT and will work closely with the Manager of Information Systems to maintain and enhance Advancement and Admissions data services. This position requires excellent problem-solving, communication and interpersonal skills, along with patience and a positive, customer-friendly attitude.

The Data Services Coordinator must be an organized, self-motivated individual who exhibits strong customer service skills. In addition, the successful candidate should have a sense of calling to support the FXW mission, a desire to work in education and a strong technical acumen with the ability to learn and apply new technologies.

Essential Functions:

  • Responsible for the administration, moves management, and maintenance of donor data within Veracross.

  • Processes all donations and pledges daily.

  • Creates and generates daily gift acknowledgment letters and emails, and monthly pledge reminders.

  • Manages receipt of and documentation for all in-kind gifts (event-related and capital/non-capital assets) received on behalf of The Frances Xavier Warde School and the Children at the Crossroads Foundation.

  • Monitor and maintain admission and enrollment records within Veracross which includes inquiry, admissions applications, event registration and enrollment records including re-enrollment of current families.

  • Develop, implement and oversee best practices for data input and maintenance in the areas of data entry, donor information, queries, reports, imports, exports, duplicate resolution and others as needed.

  • Oversee the regular production of fundraising and recruitment reports to ensure accuracy – weekly, monthly, event-driven and others as directed; assist with analytical development of financial and statistical reports. Also runs report for daily applicants, partnership detail and withdrawal activity.

  • With Associate Director of Advancement, conduct reconciliation between Advancement and Finance department on monthly statements; reconcile admission records and data within Veracross.

  • Maintain operating procedures manual in concert with IT.

  • Review and test system updates with support from the Manager of Information Systems.

  • Provide administrative support for open houses, new parent orientation, gala, scholarship dinner, and other events. In addition, this position will attend and assist in all Advancement, Admissions, and other FXW School events as needed.

  • Other duties and projects as assigned or needed.


  • Bachelor’s degree required

  • 2-4 years of previous Advancement or database/CRM experience

  • Strong skills in Raiser’s Edge, Veracross, Salesforce, or other fundraising database/CRM applications preferred.

  • Experience with the back end of web systems preferred

  • Proficiency with Microsoft Office Suite

  • Proficiency with collaboration/document management platforms such as SharePoint and Office 365

Additional Job Requirements

  • Employee must be able to support the philosophy and mission of the Board of Trustees and Head of School

  • Ability to work with all levels of the FXW community from students to the Board of Trustee’s

  • Ability to manage and maintain sensitive and confidential school, student and parent information

  • Excellent oral and written communication skills

  • Detailed oriented and excellent organizational skills

  • Other duties as assigned by the DOA’s and Head of School

Physical Demands and Work Environment

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • The employee may be required to lift 10 – 50 pounds

  • Hours of work may vary Sunday through Saturday and are structured in eight (8) hour blocks of time, but they may be subject to include evenings and weekends as required for the departments or School’s needs.