Database Administrator

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

POSITION PURPOSE: The Development and Alumni Database Administrator reports to the Director of Development and Alumni and is responsible for managing the Raiser’s Edge database, updating all constituent records, gift processing, acknowledgements and reporting which all help to strengthen fundraising and alumni efforts.



DIRECT REPORT: Director of Development and Alumni




Data Management/Gift Processing

  1. Oversees the day-to-day and long-term operations of all aspects of the Raiser’s Edge (RE) database and assures its quality, consistency, and accuracy with biographical and giving information.

  2. Responsible for accurate entry, recording, and processing of all contributions to the Academy from receipt through acknowledgement including checks, cash, credit card donations, payroll deductions, matching gifts, stock transfers and EFTs.

  3. Oversees the acknowledgement and receipt of all philanthropic donations and pledges received by CPA in a timely manner. As well as, any other appropriate thank-you notes from staff and volunteer leadership.

  4. Maintain and improve the overall integrity of the RE database and its continuity with other databases in use at the Academy.

  5. Reporting and reconciliation with the Finance Office.

  6. Uses RE and other relevant technology (e.g. Omatic Software) to support the Academy’s fundraising and alumni initiatives. Regularly enter new and updated parent, alumni, and grandparent information.

  7. Continually develops a strategic plan and timeline for ensuring consistent and accurate data across the Academy’s database systems (primarily RE and CORE).

  8. Manages the deposits on a regular basis for all gifts received.

  9. Creates and produces customized reports using RE software to support reporting requirements for the Board of Trustees and related Committees (e.g. Advancement) and volunteers (e.g. Annual Giving, Campaign).

  10. Creates and produces mailing lists, labels, and analytical reports for major constituent groups.

  11. Continually identifies, creates and leads implementation of solutions for RE database clean-up and standardization.

  12. Manages all data and lists for the Report on Giving and other reports (e.g. surveys).

  13. Coordinates with Admissions Office, the Director of Technology, and the Registrar Office to create, implement, and manage systems to facilitate family information updates.

  14. Encourages and supports full utilization of RE software among the Development and Alumni staff by providing training. Establishes and implements written policies and procedures for management and use of RE’s database.

  15. Provides customer service to donors and other constituents by confirming receipt of contributions, investigating discrepancies between donor and RE records, and fielding inquiries, complaints and solving problems.



  1. Independently leads the successful integration between CORE and RE.



  1. Creates campaign reports to support fundraising solicitations for the Headmaster, Director of Development and Alumni, the Board of Trustees and for volunteers.



  1. Develops strategic reports and provides accurate analysis of fundraising goals, historical information, or other criteria to the Director of Development and Alumni and Board of Trustees as needed.



  1. Ensures online gift processes remains relevant. Continually implements procedures for data security.

  2. Proactively keeps pace with technological and software advances. Consistently applies this knowledge appropriately.



  1. Performs other duties as assigned by the Director of Development and Alumni.







  • Bachelor’s degree with 5-7 years’ relevant experience in computer systems and software. Experience in nonprofit, independent school and/or fundraising environments a plus.

  • Proficiency with Windows computer environment, including Microsoft Word and Excel. Certification or equivalent level experience with fundraising software (Blackbaud/Raiser’s Edge preferred).

  • Ability to take pride in managing a well-ordered and effective database.

  • Ability to juggle multiple priorities and changing circumstances comfortably; to organize and prioritize work in accordance with office policies and with minimal supervisory input; and to meet deadlines with a proven track record of accuracy; excellent attention to detail.

  • Excellent organizational and communications skills (both written and verbal), interpersonal skills (with all constituents and colleagues), and mathematical skills, as well as complete discretion with confidential information.

  • Ability and willingness to learn and utilize new applications as necessary to work as efficiently as possible.

  • Demonstrated ability to work collaboratively with administration, trustees, faculty, staff, parents, alumni, and students.

  • Commitment to ethical fundraising, collegiality, and teamwork.

  • Availability to work outside the normal schedule including early morning meetings, evening engagements, and occasional weekend obligations to accommodate volunteer meeting schedules, and School/departmental events.

  • Willingness to regularly identify Blackbaud training needs and facilitates training opportunities.



  • All employees must commit to performing their duties in accordance with the stated mission and purpose of the school, CPA Policies and Procedures Manual, CPA 101 and the Westminster Confession of Faith. All employees must be evangelical Christians and active members of an evangelical Christian church.



All of the above duties and responsibilities are essential job functions for which reasonable accommodation will be made. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. The position description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisor, subject to reasonable accommodation.