Development Office Coordinator and Database Administrator

Job Level
Mid-level position
Job Category
Administrator / Manager (of network or database)
  • Systems / Operations
Job Status
Areas of Responsibility
  • Data / Database

Salary: $15-16.50 / hour, depending upon experience and expertise.

Direct Report: Director of Development
Employment Status: Staff

The Development Office Coordinator and Database Administrator serves as the manager of the Office of Development & Alumni Affairs. Duties include working closely with the Development team of the School in an administrative and support role.


Database Administrator Duties
* Provide database administration and support for all departmental systems
* Maintain data with accuracy and thoroughness and perform all data entry across all systems, including Raiser’s Edge and AgentSphere; return mail and NCOA processing, address updates, and email address updates
* Perform all gift processing and transmittal of receipts, acknowledgement letter and gift related documentation, including ensuring that all stewardship procedures are performed expertly and in a timely manner
* Maintain records and files for matching gift companies and follow up on outstanding matching gifts as needed
* Assist with generating weekly, monthly, quarterly and year-end reporting for Annual Fund, Endowment and Capital, including batch and ad hoc reporting
* Facilitate monthly and annual financial auditing between Development and Business Offices, to include account balance reconciliation and proper documentation for auditing purposes
* Provide end user technical support and training to departmental colleagues for all departmental systems
* Provide datasets to all departmental members for major outreach, including segmented mailings and email campaigns
* Devise a system to migrate valuable student/alumni information to Raiser’s Edge by working with the Registrar and key internal administrators

Development Office Coordinator Duties
* Serve as the administrative assistant to the Director of Development
* Maintain central office file system, filing correspondence, records, news clippings, etc.
* Answer main telephone and route calls and/or messages appropriately
* Retrieve mail from Administration building and distribute mail
* Maintain appropriate levels of office supplies, mailing supplies, office stationary and other materials used by the Development and Communications Offices
* Oversee maintenance of office equipment and maintenance contracts
* Help manage direct mail efforts for Annual Fund solicitations, pledge reminders, receptions, the Bulletin Magazine, the Annual Report, The Oblate Newsletter and other office initiatives and activities
* Staff special events when requested
* Process invoices and expense reimbursements; assist Director of Development with maintaining organized financial records and tracking departmental budget
* Assist with travel planning for the department
* Support requirements of the Development team
* Assist with other office projects and special events as needed


* Bachelor’s degree or equivalent work experience
* Three years of experience in a similar position
* Proficiency, or at least familiarity, with the most recent versions of Raiser’s Edge, Microsoft Office, AgentSphere and prospect research and wealth screening software options highly desired
* Strong interpersonal skills with an ability to organize, prioritize and manage multiple tasks simultaneously
* High degree of comfort with the use of technology including strong computer and internet skills
* Administrative abilities, organizational skills, and the capacity to manage multiple tasks with attention to detail
* The ability to work closely with a varied constituent base (Board of Regents, alumni, parents, faculty and staff), to exercise discretion, and to maintain information with appropriate confidentiality
* Demonstrate strong written and verbal communication skills
* A strong connection to the mission of Portsmouth Abbey School and a passion for independent, boarding school educationPlease submit a resume and cover letter to No calls please.

Benefits to include: health, dental, life, 403(b) retirement, paid vacation/sick time, and professional development opportunities.