Development Associate/Database Coordinator

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


Columbia Grammar & Preparatory School’s Development Office plays a vital role in the life of the School. Working closely with the Board of Trustees, the Headmaster, the Parents Association, faculty/staff and alumni, the office’s primary responsibilities include fundraising, special events, communications and alumni relations.


The Development Office seeks a full-time Development Assistant to manage multiple school-wide database systems while providing administrative support to the Interim Director of Development, the Director of Special Events and the Director of Alumni Relations & Communications.



  • Managing the Development Office’s Raiser’s Edge database and the school-wide Education Edge database by creating new constituent records; maintaining up-to-date constituent records; building queries; generating financial reports; running data health screenings; creating correspondence lists; entering gift batches; generating gift receipts and acknowledgement letters; and, documenting prospective donor research. The ideal candidate practices accurate, timely and consistent data entry, understanding the critical role of the Raiser’s Edge database as a primary resource and driver for effective fundraising. The Development Assistant works closely with the entire school community, completing various database-related tasks on a daily basis for parents/guardians, faculty/staff, the Director of Technology, the Parents Association, the Assistant to the Headmaster, the Business Office, the Admissions Office and the College Counseling Office.
  • Assisting the Director of Special Events with event planning and execution by attending parent volunteer meetings; processing ticket sales and underwriting contributions; maintaining RSVP lists; overseeing guest check-in; managing student volunteers; completing auction close-out; and, physically helping with event set-up/breakdown.
  • Producing and editing content for the printed and online School Directory using the Filemaker Pro database.
  • Processing credit card donations and reconciling transactions with the Business Office.
  • Scanning signed acknowledgement letters, stock statements, grants and checks into electronic donor files.
  • Assisting the Safety, Security & Transportation Coordinator with the System Messenger database.
  • Assisting with editing, proofreading, photography and other tasks related to the website and print publications (primarily the Annual Giving Report).
  • Ordering office supplies, completing mailings, maintaining subscriptions, overseeing office credit card activity and conducting other Development Office operations as needed.



  • Four-year college degree
  • Proficiency with Raiser’s Edge, Microsoft Office and Google Docs
  • Excellent intrapersonal skills, phone manner and written communication abilities
  • Ability to work both collaboratively as a team player and independently as a self-starter
  • Ability to multitask and prioritize effectively while remaining highly organized and detail-oriented
  • High degree of discretion and confidentiality
  • Must be available to work occasional evening and weekend events


To Apply:


Please e-mail your resume and cover letter to Sara Ziff, Interim Director of Development, at