Operations & Database Administrator

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

Reports To: Director of Advancement

Schedule: Part-Time to Full-Time, Regular (30-40 Hours/week), year-round

When Needed: January, 2017

University Prep is seeking a talented, well-organized Operations and Database Administrator to help us advance our vision of being an inclusive community of learners that provides an outstanding education for each individual in a diverse student population. We are looking for someone who can work independently as well as part of a team. We are looking for staff and faculty who share our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. If that sounds like you, we'd like to hear from you. Salary is competitive with public and independent schools. University Prep offers an excellent benefits package, opportunities for professional development, and an extraordinary work environment.


Who We Are:

University Prep is an independent 6-12 school located in an urban residential section of Seattle, WA, one of the country's most diverse and dynamic cities. We are a strong and vibrant community of students, families, faculty, staff, and alumni who collaboratively create an exceptional educational experience for every student. The school is a place of great teaching and joyful learning; a community that joins together to raise our students to be caring and productive adults; a place where all students and families have equitable access to all the school has to offer, and a place where every family and student feels equally enfranchised and at home. To us, diversity and inclusivity are not addenda, they are embodied in all facets of our school culture. University Prep believes that our shared values of integrity, respect, and responsibility are essential to accomplish our mission of developing each students potential to become an intellectually courageous, socially responsible citizen of the world.


Job Summary:

Under general supervision is responsible for assuring that every aspect of the Advancement Office runs effectively and is in charge of the department database and operations. Coordinates data input and gift processing, updates and maintains biographical data on all donors (individuals, corporations, organizations), runs reports for the Advancement and Business Offices, tracks and sends out pledge reminders, and syncs constituent data between the Admission and Registrars Offices.


Specific Responsibilities:

  • Streamlines and operationalizes systems and procedures
  • Is responsible for entire data reporting and entry function in department
  • Has a strategic focus on using reports to inform department decisions
  • Coordinates and implements all gift-recording processes; coordinates receipting, performs data entry, prepares monthly reports for Business Office, produces transaction activity reports, and reconciles monthly and annual financial records with Business Office
  • Manages donor records, both computer and paper, updates and maintains accuracy of all gift and biographical information
  • Works on clean up issues related to our Advancement Database by researching missing constituent information when needed; helps to add new family information to the Advancement Database annually
  • Orders and maintain all stationary needs for campaigns and programs
  • Maintains the offices filing system
  • Ensures that all office tools like the printer and copier are in working order
  • Maintains expert working knowledge of the Generations database, ensuring compliance with standard accounting and confidential information policies
  • Generates and mails donor acknowledgement letters and pledge reminders based on pledge installment schedules
  • Processes employer matching gift application paperwork
  • Annual Fund:
    • Creates exports and provides lists for direct mail; assists with printing and mailing donor appeals and special event invitations
    • Produces campaign progress reports for Administration Team, Advancement Committee and Board of Trustees, and monthly income reports
  • Special Events assists Director of Advancement and Advancement Events Officer with preparation as needed
  • Compiles donor information for the Impact Report (annual report)
  • Completes CASE and PNAIS annual reports on school fundraising activities
  • Syncs data between the Admission and Registrars Offices
  • Actively participates in the full life of the school
  • Vigorously engages in his/her own professional advancement
  • Establishes and cultivates community relations by maintaining open dialogue with all of the schools constituencies
  • Is familiar with and complies with all policies and regulations as put forth in the schools documents
  • Since safety and security are everyones responsibility, takes all necessary and reasonable precautions to protect students, faculty, staff, equipment, materials and facilities
  • Performs other duties as assigned


Required Education & Experience:

  • High School Diploma or GED required
  • Bachelors degree from a 4-year college or university or equivalent required
  • Minimum two years of experience in non-profit advancement environment required
  • Generations or equivalent donor database expertise preferred
  • FileMaker experience a plus
  • Independent school experience preferred


    Required Knowledge, Skills & Abilities:

  • Excellent project management skills
  • Excellent verbal and written communication skills
  • Ability to mobilize colleagues on deliverables
  • Excellent organizational skills
  • Demonstrated ability to coordinate and prioritize multiple tasks, and to manage details and deadlines
  • Demonstrated ability to maintain pleasant and effective relationships with colleagues and constituents, and to work independently and as a team member
  • Ability to maintain confidential information
  • Ability to work and communicate well with all levels of faculty and staff
  • Ability to work and communicate well with students and their parents
  • Flexibility, maturity and a sense of humor
  • Proficiency at working in a Microsoft Windows environment (Windows 7 or higher), using Office (version 2010 or higher); ability to master common automated systems for record keeping, and confidently learn new technology
  • Proficiency in working with social media such as Facebook, LinkedIn, etc. a plus


Thank you for your interest in this position and in University Prep.


Position open until filled. No phone calls or drop-ins please.