Database Coordinator

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

Reports to Head of School

Primary Responsibility: The role of the Database Coordinator is to facilitate the acquisition, maintenance, and use of key information in school databases. Serves as a principal maintainer of data for all student and parent records including (but not limited to) grades, transcripts, diplomas, attendance, emergency information, relationships, contact information, and schedules. The Database Coordinator combines the skills and responsibilities of a school registrar and a data analyst.

Primary Functions:

  • Maintain relevant records and act as a central coordinator for Raiser’s/Financial/Educational Edge, Blackbaud “on” Suite, and other school databases.

  • Prepare, process, and coordinate academic records and reports (transcripts, report cards, GPA, etc.).

  • Facilitate academic scheduling and enrollment processes in coordination with division directors.

  • Evaluate, advise, and advocate for best practices to facilitate automation, synchronization, and data workflow and data process improvements across the enterprise.

  • Collaborate with key departments and personnel, including IT department, division directors, faculty, communications, finance, and advancement, to establish business rules, acceptable entries and best practices, to facilitate the accurate creation and maintenance of records in all school databases.

  • Audit relevant data for errors and inconsistencies on a regular basis.

  • Establish and maintain queries, lists, and other mechanisms to facilitate employee access to data.

  • Provide training and support to employees to enable them to optimally utilize school data resources..

  • Envision and produce spreadsheets, reports, and data analysis for school administration.

  • Extract and compile a range of data from written and analog sources, from individuals by asking questions, or from one or several given databases.

  • Document all essential processes, compiling a chronological list of tasks and steps to complete said tasks. Maintain as a living document, updating as necessary.

  • Complete key/critical time-specific duties as needed.

  • Contribute positively to team morale; maintaining a positive, pleasant demeanor.

  • Update supervisor on a regular basis regarding projects, tasks, and other job functions.

  • Complete other duties, as assigned.

Experience, Skills, Abilities, & Required Qualifications:

  • College degree or equivalent experience required, preferably in data analytics, information management, or a related field.

  • Extensive Training / Experience with Blackbaud’s “on” Suite products, Raiser’s Edge, Education/Financial Edge

  • A minimum of four years’ experience in an educational setting desired.

  • Training / Experience with spreadsheets, text and numeric data manipulation, and related tools

  • Position requires strong language and communication skills; ability to read and interpret documents and must have the ability to write routine reports and correspondence.

  • Utilize exceptional judgment, integrity, and attention to detail to maintain discretion with respect to confidential information.

  • Possess the ability to be extremely accurate and consistent with data/record keeping; have an affinity for data management, data systems, and technology matched with an inquisitive disposition.

  • Must be a strategic thinker capable of developing, implementing, and coordinating policies and procedures related to data management.

  • Ability to communicate effectively with all constituents in a school environment: ability to work independently as well as with staff, teachers, parents, board of trustees and community groups.

  • Exhibit a positive attitude, to be self-motivated, and to be able to cope successfully with stressful situations, schedules, and deadlines.

Physical Requirements and Work Environment

  • Willing to work in a fast-paced office and be able to manage simultaneous priorities effectively

  • Work using a laptop computer for the majority of a given workday

  • Work in an open office environment either standing or sitting at a desk

  • Ability to use both Windows and macOS operating systems

  • Occasional after-hours / weekend work

  • Maintain a work schedule commensurate with the needs of the organization



John Finch