Data Systems Administrator

Job Level
Mid-level position
Job Category
Administrator / Manager (of network or database)
  • Systems / Operations
Job Status
Areas of Responsibility
  • Systems
  • Data / Database

The Data Systems Administrator is responsible for the administration of school databases including maintaining the integrity and continuity of constituent records and testing records, using information in the databases for reports, directories and other projects as needed by the school, and assisting other database users with access and use. He/she is also charged with overseeing gift processing and donor acknowledgement receipts and letters and supporting the Advancement team’s data and reporting needs. He/she will ensure that records are well-maintained and up-to-date, and will collaborate with members of the Advancement team to identify ways that they can most effectively use the database to support their roles. This position will report to the Director of Advancement.

Essential Job Functions:

  • Data Integrity and Enrichment; System Integration

  • System administration for school databases

  • Manages the flow and integrity of constituent data in all major school systems including, but not limited to, all Blackbaud products - including the Education Management modules (TologNet), Raiser’s Edge and Financial Edge; also Magnus, Naviance, BrightArrow, Odin, MyKidsSpending, and Sportswareonline

  • Imports and exports student testing data throughout relevant data systems

  • Manages the preparation, distribution and collection of annual forms and agreements sent to families. Uses collected information to update data systems.

  • Monitors effectiveness of data management policies; implements data system security measures

  • Supports departments, parent groups, and alumnae groups with management of Blackbaud Education Management groups and features

  • Manages the operations and integration of ongoing imports of data

  • Performs regular database administration procedures, maintains security system and other configuration setting required for smooth functioning of all databases; manages database codes

  • Works to ensure data integrity and that appropriate backups are performed

  • Manages utilization and creates online framework of event software and other software to support Advancement events and programs (event sales, registration, processing, mobile bidding, etc)

Constituent Record Management

  • Maintains codes of all constituents so that information can be retrieved in a predictable manner

  • Assists in updating all constituent information in Raiser’s Edge, including prospect information, wealth research, etc, in cooperation with the Director of Advancement

  • Sets up and updates school community, activity, and athletic group membership

  • Enters and maintains emergency contact information for student records

  • Creates, updates and purges constituent records throughout the data systems through the use of imports, exports as well as manual data entry; polishes data

Data Output, Mailing Lists, and Direct Mail Coordination

  • Fulfills requests for information and provide timely and accurate records, reports, and lists

  • Exports various lists for annual report and NAIS survey

  • Researches returned mail

  • Prepares constituent information for registration and enrollment forms and directories and other forms as needed by the academy

  • Provides contact information for general high school communications

Reporting, Analysis and Revenue Reconciliation

  • Responsible for monthly and year-end revenue reconciliations and audit requests with the Business Office

  • Provides information to Academy Administrators (Advancement, Marketing & Communications, Admissions, Business Office, etc) to produce fundraising, statistical and demographic reports in addition to dashboards and data extracts

  • Works with database managers in other departments to ensure accuracy and consistency of data in all systems

  • Schoolwide Support

  • Works with the Technology department/committee to research, plan and coordinate data systems upgrades and policies

  • Member of the Helpdesk Team

  • Provides staff training on data systems as needed

  • Assists Digital Communications Manager with Flintridge Sacred Heart website content management and internal/external communication as needed

  • Perform other tasks as assigned by the Director of Technology, Director of Advancement or President

Skills, Knowledge, and Abilities:

  • 5+ years experience with Blackbaud database management and/or other database systems administration

  • Exceptional Excel skills to manipulate data and import/export data between systems

  • Basic principles of computer system analysis, principles of organization and project management

  • Database integration on the Web

  • Microsoft SQL, Access, or other relational database systems experience a plus

  • Experience with Raiser’s Edge software preferred

  • Communicate effectively in both oral and written forms

  • Interact with users and office staff in non-technical, clear terms

  • Work independently and as a team member; set priorities and organize work to meet strict deadlines

  • Advanced working knowledge of Microsoft Office products

  • Conceptualization of basic financial statements and nonprofit accounting basics

  • High level of integrity, responsibility, professionalism, patience and attention to detail

  • Strong customer service, problem-solving, and organizational skills

  • Excellent verbal and written communication skills

  • Make decisions on a variety of complex matters

  • Establish and maintain cooperative working relationships

  • Research and evaluate computer applications and database server hardware and software

  • Experience with both hardware and software support

  • Ability to adapt to changes in technology

  • Available for occasional night and weekend events

Supervision: None

We offer a rich and supportive environment, and a chance to make a difference in this important position. To learn more about Flintridge Sacred Heart Academy, visit our website at If this sounds like the career move you’ve been looking for, send your cover letter and resume to Please put the job title in the subject line.

Flintridge Sacred Heart Academy is an equal opportunity employer. We encourage minorities, females, disabled and qualified veterans to apply. We evaluate all applicants without unlawful consideration of race, color, age, religion, gender, sexual orientation, marital status, disability, veteran status or any other characteristic protected by applicable law.

How to Apply

Contact Arlene Samore-Sanchez: