St. Paul Academy and Summit School | Saint Paul, MN
Salary Range: $50,000 - $65,000
Position Summary
The Advancement Services Manager will manage the School’s fundraising and constituent database, maintaining an effective database structure and ensuring the use of good data. The manager utilizes best practices for data integrity and gift processing and makes sure data outputs (e.g. queries, reports, analysis) are accurate, operative and donor-centered. The manager reports to the Director of Institutional Advancement and works collaboratively with all members of the advancement team. The manager functions as a department technology leader, effective problem solver, enthusiastic systems thinker and knowledgeable steward of constituent records and data compliance.
Essential Functions and Responsibilities:
- Provide leadership of SPA’s development database to department colleagues and serve as an expert user.
Manage an effective system for advising on and fulfilling data requests (e.g. reports, queries, lists, and analysis) in support of functional activities
- Lead and ensure the accurate and ethical management of all constituent information
- Maintain and monitor the security of data, including managing database application access and privileges as well as implementing and enforcing data security policies
- Conduct audit processes and maintain data integrity across the database, including the development of measures to ensure integrity and timeliness
- Model best practices in data management (e.g. imports, exports, updates) to maintain clean data
- Develop, update and maintain data entry policies and procedures for the database and recommend updates and improvements as needed
- Work with the school’s Technology and Academic Data departments to successfully utilize and manage data information across databases to support Advancement work and to ensure consistent reporting capabilities
- Serve as the development database administrator with respect to system upgrades, imports, exports and digital subscriptions
- Provide data-oriented support and training on systems, procedures, best practices, reporting, and data analysis to maximize the use of the fundraising platforms, including new staff training and ongoing staff training
- Compile giving and engagement data as needed for annual reporting to associations including NAIS and INDEX schools
- Lead gift processing:
- Enter information into the database, including gifts, pledges, matching gifts, stock gifts and biographical information with a high level of accuracy and generate and submit daily reports
- Manage all online giving platforms, including processing recurring credit card and payroll installment payments
- Generate letters of acknowledgment and annual year-end giving statements to selected donors
- Generate all donors lists for yearly Annual Report
- Manage and maintain schedule for pledge reminders
- Partner with the Business Office to reconcile gift transactions, close books at the end of the month and fiscal year and ensure gift handling and gift processing compliance while maintaining filing system for gift records and associated correspondence or documentation
- Work closely with prospect research/prospect research colleague in support of data reporting, screening, modeling and analysis.
- Serve as a representative in database user groups and other Advancement Services user groups.
- Support the Director of Institutional Advancement with other tasks as needed, including:
- Assist with alumni/ae and advancement events
- Assist with the production of event, solicitation, and stewardship materials.
Experience and Skills:
Minimum Qualifications
- Bachelor’s degree required
- Three years in advancement or development services with charitable gift accounting and gift acknowledgement experience
- A minimum of three years experience with Blackbaud’s Raiser’s Edge and NXT fundraising software. Expert level experience with other fundraising relationship-management software such as Veracross, Salesforce or similar may substitute for this requirement but the applicant should be prepared to demonstrate how this experience will transfer to Raiser’s Edge
- Excellent computer skills including knowledge and experience with Microsoft Office and Google Suite
- Outstanding proficiency with spreadsheets and databases to create and run queries, exports and reports as well as the ability to analyze and present data
- Demonstrated ability to ensure accuracy and completeness of data tasks
- Ability to be an adaptable problem solver in a dynamic environment
- Proven ability to manage time and multiple projects, while maintaining accuracy, timeliness and organization in a fast paced environment
- Effective written and verbal skills
- Comfortable and competent style working with alumni/ae, donors and volunteers
- Strong customer service and communication skills
- Ability to maintain strict confidentiality in all aspects of work
- Motivated team member