Database & Stewardship Associate

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

The Calhoun School, a progressive independent school located on Manhattan's Upper West Side, is seeking a full-time Database & Stewardship Associate for the 2017-2018 school year.

The Database & Stewardship Associate is responsible for overseeing the Development Office Raiser’s Edge database. He/she is exceedingly detailed-oriented and meticulous in providing clean and accurate data reports. He/she is charged with accurately processing and acknowledging all gifts and supporting the Development team’s data importing, exporting, and reporting needs. He/she will ensure that records are well-maintained and up-to-date, and will collaborate with Development program managers and directors to identify ways that they can most effectively use the database to support their roles. 

Qualifications Required

  • Bachelor’s Degree
  • Strong proficiency with The Raiser’s Edge
  • Proficiency in MS Office programs, especially Excel
  • Prior Development experience
  • Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines
  • Ability to work independently see tasks through completion
  • Excellent interpersonal and written/verbal communication skills
  • Ability to travel and work early mornings, evenings and weekends as needed
  • High professional and ethical standards for handling confidential information
  • Track record of demonstrating initiative

Qualifications Desired

  • Experience in an independent school setting
  • Experience with progressive education
  • Creativity in problem solving
  • Experience or training in fundraising software, auction databases and online marketing platforms.

Essential Functions, Responsibilities, Duties, Tasks

  • Oversee donor gift processing and stewardship, including logging and entering all gifts and generating acknowledgement letters in partnership with the Development Associate. Ensure that donors are acknowledged using timely, effective, and consistent methods.
  • Support managers and directors of various Development Office programs (Annual Fund, Alumni Relations, Major Gifts and Special Events) to provide accurate and properly formatted data reports, analyze data, and manage event data.
  • Manage information contained in the donor database. Document best practices and create rules for data entry. Educate the Development team and other staff on Raiser’s Edge and other fundraising applications.
  • During Benefit season, support the Special Events Team by creating the online framework for event sales and processing and stewarding all monetary gifts to the event, including but not limited to Corporate Sponsorships, Tickets, Underwriting and Auction purchases. Oversee the Benefit database, migrate the data to Raiser’s Edge and produce weekly reports.
  • Perform periodic maintenance to ensure that data is up-to-date, accurate and de-duplicated.
  • Create mailing and emailing lists for all programmatic needs.
  • Extract data for cultivation, stewardship, solicitation campaigns and events.
  • Ensure that pledges are accurately recorded and stewarded. Send out timely pledge payment reminder letters and emails.
  • Create new records, record constituent Actions, and enter Prospect briefings and research.
  • Assist with the production of the Annual Giving Report.
  • Develop accurate reconciliation procedures with Finance Department and create required reports in a timely fashion.
  • Work with other departments to ensure coordination with all school-wide database activities.

Non-Essential Functions, Responsibilities, Duties, Tasks

  • Other responsibilities as assigned by the Associate Director of Development

Success Factors, Job Competencies

  • Outstanding attention to detail
  • Time management – ability to organize and manage multiple priorities
  • Strong team player
  • Ability to think ahead and plan over a 1-2-year span
  • Interest in nonprofit development and commitment to progressive education values

To apply, please submit the following materials to

  • Cover letter
  • Resume
  • Three references