Development & Database Assistant

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


ob Summary
The Development & Database Assistant oversees the daily operation of the school’s fund development database (Bloomerang), which tracks contributions, alumnae, and donor and prospect information, ensuring that the database effectively captures alumnae and donor information and generates accurate financial and analytical reports. This position also assists the Director of Development and the Director of Alumnae Relations with secretarial and clerical duties related to the smooth and efficient functioning of the Development and Alumnae Relations offices. The Assistant also coordinates all student-related development initiatives including phone-a-thons, student-donor luncheons, and the student hand-written note program.

The position is responsible for ensuring the real-time accuracy and integrity of the Saint Gertrude fund development database, including data input and output; creation of reports and report generation; contribution acknowledgements; and other related correspondence and files.

Essential Duties and Responsibilities
  • Manage and supervise data entry for gift records so that the processing, tracking, reporting and acknowledgement of all gifts and contributions are performed in an accurate and timely fashion
  • Ensure that the data derived from these activities is maintained in accurate and up-to-date status, and can easily be accessed
  • Provide training and technical support for the Bloomerang database for volunteers and others requiring use of the system
  • Assist in reconciling Bloomerang figures with Finance Office records
  • Support the Director of Development in interpreting and applying IRS tax laws and regulations regarding gift administration and acknowledgement
  • Establish and maintain a structure within the database to effectively identify specific segments of data for various analyses and targeted donor/alumnae marketing efforts
  • Abide by departmental and school procedures to safeguard data security
  • Establish and maintain standards, policies and procedures for data entry, and ensure compliance and consistency
  • Create and produce reports from the database as needed and assist other staff in the production of reports
  • Create and produce a wide range of correspondence and documents related to Development and Alumnae Relations at the direction and/or under the supervision of the Directors of those areas
  • Maintain files and supplies for the Development and Alumnae Relations offices
  • Assist with Development and Alumnae Relations events as needed
  • Recruit and coordinate student participation in phone-a-thons
  • Enlist student participation on donor luncheons
  • Ensure student hand-written note project completed three times annually
  • Build and maintain positive working relationships with team members, donors, faculty, staff, administrators, development staff from the Benedictine Sisters of VA and other school constituents

Job Requirements
  • Extraordinary attention to detail
  • Ability to communicate effectively orally and in writing with directors, administrators, staff, donors, alumnae, students, volunteers, Board members, and all other school constituents
  • High level of discretion and ability to maintain confidentiality in all aspects of work
  • Highly organized, logical and analytical
  • Ability to work at a desk and computer for long periods of time
  • Ability to work well with students
  • Ability to work additional hours occasionally as required
  • Completion of Diocesan VIRTUS initial training and all monthly updates throughout employment
  • A belief in God, and an understanding and willingness to carry out the philosophy and mission of Saint Gertrude High School and the Benedictine Sisters of Virginia, Inc.
  • Bachelor’s degree and a minimum of one year related work experience, preferably within development or in a nonprofit organization
  • Experience in data entry and report generation
  • Familiarity with standard office software programs (Microsoft Office or Google suite)
  • Evidence of ability to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner
  • Proofreading capability
  • Ability to translate information requests into effective database queries and reports
  • Adept at composing standard correspondence
  • Pleasant and helpful in-person and telephone demeanor; strong customer service orientation