Data Systems Associate

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

Founded in 1784, Friends School of Baltimore provides a coeducational, college preparatory program guided by the Quaker values of truth, equality, simplicity, community and peaceful resolution of conflict. By setting high standards of excellence for a diverse and caring community, Friends School seeks to develop in each student the spiritual, intellectual, physical and creative strengths to make a positive contribution to the world.

The faculty and staff of Friends support the mission of the School through their commitment to a collaborative work environment, to which they contribute joy, passion, sense of humor, organization, and flexibility. Regardless of position, Friends School employees interact with students and colleagues in a respectful and warm manner.  

In addition to a commitment to the fundamental ideals of Quaker education, Friends School staff members are expected to model and foster the habits of mind, which we believe are essential to an outstanding 21st century education: creativity, curiosity, empathy, reflection, and resilience.

Friends School of Baltimore is currently seeking a Data Systems Associate. 

Position Description: 

Responsible for database management, data entry, procedural integrity, and report writing for the School, generally, and for the Development Office (which is responsible for the fundraising, alumni relations, parent relations and public relations of the School), specifically. Serve as communication liaison between the Development Office and Information Services (IT) departments.

Provide support to the Data Systems Manager and the Development Office. Help to coordinate, utilize and maintain the School's databases, especially the fundraising and donor relations database Raiser's Edge. Serve as a report writer for Development department requests.  Implement standards for policy and procedures, data entry and integrity, and assist with gift processing and acknowledgement. Assist staff with word processing, spreadsheet, and database applications. Develop and maintain a system of moves management for the Development team.  Work closely with Information Services department, communicating needs and requests, as necessary.


General Responsibilities:

Help develop and maintain policy and procedure manuals for all School databases, and help to train faculty and staff, as needed.

As a member of the Information Services team, provide support to the Data Systems Manager throughout the year on projects related to data organization, integrity, and upkeep.

Serve as a liaison between the Development Office and Information Services teams by communicating about hardware, software, and server problems; assisting with or resolving Development Office computer problems; providing advanced training to staff on use of office software; providing input on future technology growth and expansion; managing the implementation of new/improved technologies.


Specific Responsibilities for Development Office:

Help maintain the Development Office database by evaluating, organizing, and upholding data accuracy; perform special utility functions,; manage database clean-up; and manage database training for staff.

As a member of the Development team, help establish standard operating procedures, reports, exports and queries for routine functions of the Development Office in support of all fund- and friend-raising efforts.

Assist with the preparation of and production of general daily needs, such as event reports to track attendance, payments and guests; nametags; exports used for facilitating other database processes (i.e., Rollover, solicitation mailings, clean-up efforts, appeal analysis, donor lists).

Create and manage custom reports, exports, and/or advanced functions in the Development Office's database by writing financial and analytical reports for Directors as needed; importing/exporting data; analyzing data; working with large spreadsheets, pivot tables, etc..; and revising existing reports to perform both standard and custom functions, as needed.

As a member of the Development team, assist with gift processing when necessary by entering gifts; generating receipts and acknowledgements; producing reports; recording of pledges; filing receipts and gift records; and production reports to reconcile gifts with Business Office. 

Assist with other duties such as phone-a-thons, special events, and mailings, as needed

Accept other duties and responsibilities, as assigned the Director of Annual & Alumni Giving, and Data Systems Manager.

Requirements & Skills:

  • Bachelor's Degree

  • Proficiency in an enterprise database system (e.g., Blackbaud Raiser's Edge, Financial Edge, ON products)

  • Proficiency in Relational Database Management System (RDBMS)

  • Proficiency in Microsoft Word, Excel, Outlook, and Access

  • Excellent interpersonal and communication skills, both verbal and written

  • Commitment to ethical fundraising, collegiality, and teamwork

  • Experience with HTML and other coding and programming languages, a plus.

  • Ability to juggle multiple priorities comfortably and with flexibility; to organize and prioritize work with minimal supervisory input; and to meet deadlines with proven track record of accuracy

  • Excellent attention to detail

  • Availability to work outside the normal schedule including early morning meetings, evening engagements, and occasional weekend obligations to accommodate volunteer meeting schedules, phone-a-thons, and school/departmental events

Reports To: Dual report to Director of Annual & Alumni Giving and Data Systems Manager

Position status: Year-round, full-time Staff

Friends is an Equal Opportunity Employer and its employment decisions are without regard to age, race, color, religion, gender, national origin, physical, or mental disability, sexual orientation, marital status, veteran status, or any category protected by law. This policy applies to all terms and conditions of employment.