Database Coordinator

Job Level
Mid-level position
Job Category
  • Systems / Operations
Job Status
Areas of Responsibility
  • Data / Database

Position Overview

Under the supervision of the Donor Relations Manager, the Database Coordinator is the primary gift processor for Marlborough’s Advancement team and is responsible for the data hygiene of the team’s Raiser’s Edge database. The Database Coordinator will process gifts daily, maintain individual and bulk record data updates, and produce data files for the team’s bulk mailings, all in an accurate and timely manner. In addition, the Database Coordinator is responsible for acknowledging and receipting all gifts as well maintaining and calling up electronic copies of acknowledgement letters and receipts upon request.     


Essential Job Functions

Advancement Responsibilities: 

  • Receives and processes gifts daily, this will also include working with donors and/or their agents in processing stock gifts, gifts-in-kind, and other special donations as appropriate.

  • Uploads processed gifts daily to the volunteer module, EverTrue, which serves as a tool to help update volunteers on their prospect status.

  • With the guidance of the Donor Relations Manager, serves as a liaison with the Business Office on matters of reconciliation and gift designations.

  • Ensures the integrity of the database by identifying and implementing ongoing data clean-up processes.

  • Works with the Information Systems Administrator and Registrar to implement individual and bulk parent and student record updates.

  • Works with the Alumnae Engagement Manager on matters of maintaining and updating alumnae records.

  • Verifies and reconciles data and gift entry by other staff members.

  • Processes acknowledgement letters and gift receipts twice per week.

  • Maintains electronic copies of acknowledgement letters and gift receipts as well producing the electronic files upon request.

  • Regularly produces data files for hard copy mailings and electronic mailings for members of the Advancement team and occasionally for other staff members of the school.

  • Assists with generating constituent pledge reminders

  • Assists with preparation of Advancement events by producing mailing lists and maintainingRSVPs in the database.

  • Assists with various duties at Advancement events including registering and checking in guests

  • Handles other duties and responsibilities as assigned.


General Responsibilities:

  • Participates in school-wide events and meetings.
  • Bachelor’s Degree preferred.

  • At least three to five years of professional work experience in data management.

  • Proficiency in job related computer programs, such as Raiser’s Edge, MS Word, Excel, and Google Suite.

  • Ability to communicate effectively both verbally and in writing.

  • Excellent interpersonal skills and the ability to enjoy getting to know the school’s diverse constituencies.

  • A cooperative team approach with colleagues and a willingness to take on responsibilities beyond those explicitly defined.

  • Good sense of humor and willingness to be part of a collaborative team of development professionals.

  • Sound judgment relating to confidential projects, school or student matters, including effective communication regarding such matters to the appropriate individuals.

  • Ability to work some nights and some weekends.