Database and Donor Relations Manager

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

FLSA Classification: Nonexempt
Reports To: Director of Advancement
Position Purpose: Manages various databases in the Advancement Office.

Essential Functions

Management of the BlackBaud Raiser’s Edge donor database and donor recognition/stewardship, ensuring integrity of all criteria entered for each record.
Receives all checks for confirmation against pledges for both Annual Fund and Capital Campaign, as well as restricted gifts, Friends of the Library, Gifts in Kind, gifts in-honor of and matching gifts.
Responsible for recording all pledge and gift information for Annual Fund (including Shorecrest Business Partners), Capital Campaign, restricted contributions, and event fundraising where a portion of the event fee is tax-deductible.
Responsible for monitoring pledge payment process, including generation of reminder notices and past-due pledge reports, tracking of receivables and securing fulfillment terms.
Timely generation of gift acknowledgement receipts, thank you letters and other forms of acknowledgement as required.
Communicate with donors to clarify terms and conditions of gifts when none are stated.
Informs Director of pledges which lapse and need Director’s assistance.
Preparation of deposits for the Business Office.
Matching Gifts: Processing of company matching gifts and tracking through fulfillment
Prepares specialty reports, queries, donor profiles, donor/prospect lists and mailing lists and provides analysis needed by Director or Advancement Office efforts.
Generate status reports for daily, monthly and yearly progress maintaining historical data for YTD comparisons.
Prepares monthly reports from BlackBaud donor database for reporting to Advancement Committee, Capital Campaign Committee, Board of Trustees, and others as requested.
Donor Recognition: Updates donor recognition lists, plaques, and donor walls as needed and directed by board policy, including donor plaques for named gifts as part of a campaign.
Policies and Procedures: Identifies policies, which need clarification and further stipulation in order to maintain clear gift acceptance, and donor recognition policies.
Responsible for maintaining accuracy of donor data, transmission of data to the Business Office, and reconciliation with the Business Office on a regular basis.
Works with Business Office on audit requirements/ tasks on an annual basis.
Maintains work instructions based upon implementation of new procedures and policies.
Reconciles stock transfer activity with brokerage firm in order to provide proper gift receipts.
Provides support in preparation for and execution of events as required.


Must be extremely well organized, able to change work focus quickly and constantly throughout the day.
Exceptional people skills a must.
Phone etiquette and professional personal presentation top priority.
Ability to communicate effectively with all constituents in a school environment.
Able to handle many demands simultaneously and determine priorities with minimal supervision.
Confidentiality critical in this position.
Ability to apply common sense understanding and to carry out instructions furnished in written or oral form.
Proven proficiency in database applications - Raisers Edge preferred, as well as Word and Excel.
Ability to use basic office equipment.
High school diploma or GED and a minimum of three years experience in a similar position or an equivalent school administrative support position.

Physical Requirements and Work Environment

Regularly sit, talk, hear and interact with students, parents, staff and visitors.
Be able to occasionally lift up to 30 lbs.
Regularly use close and distance vision.
Work at a desk and computer screen for extended periods of time.
Turn, bend, reach and occasionally use a ladder.
Work in a traditional climate controlled office environment.
Exceptions will be occasional weekend or evening duties for special events.
The Office of Advancement maintains a 12-month work schedule.

Interested candidates should submit a letter of interest, resume, and at least three professional references to Adrianne Finley Odell, Assistant Head of School via email