Administrator, Database
1 week ago
**Exciting Opportunity for an Outstanding Administrator**
**Administrator, Database & Donor Relations, Advancement**
**Full-time Continuing Contract**
At Crofton House School, we inspire girls to discover and pursue their personal excellence from the first day of Junior Kindergarten to Grade 12 and beyond.
Bound by a belief in the power of all-girls education, Crofton House School fosters a strong sense of community among educators, staff, students and families. Here, everyone can contribute to the strength of our learning community - including you.
This is a position that requires a high level of proficiency in Raiser’s Edge and RE-NXT in order to produce complex reports in support of the department’s activities.
The Administrator is also directly involved in the donors’ stewardship program. Additionally, the Administrator manages all donors’ meeting, acknowledgement, recognition, communications with past, current parents, alumnae and funders, to enhance their relationship with CHS and increase the likelihood of continued contributions. This includes supporting the CHS Foundation from an administrative point of view.
This role has the ability to work remotely one or two days per week depending on the time of year.
**Responsibilities**:
**Database and Financial Management**
- Responsible for the administration, maintenance, integrity and accuracy of Raiser Edge and RE-NXT
- Responsible for the data management (importing and exporting) including general data entry, queries and reports, dashboards and data for various initiatives such as annual appeals, events and special communications
- Generate fundraising reports (including reports for CAIS benchmark and accreditation), fundraising mailing list (Annual Fund), communication mailing list (Alum Newsletters and Report on Giving), invitations and event registrations
- Work with the Coordinator, Advancement to ensure all Silent Auction gift-in-kinds are accompanied by all the paperwork needed in order to issue a tax receipt
- Manage all aspects of any donation (sponsorship, gift-in-kind, gift of shares and exchange of cheques) including gift recording and processing, tax receipts, acknowledgement letters
- Oversee pledge reminders, monthly and annual pledge schedules
- Responsible to connect with donors who have overdue pledge insallments and follow-ups
- Review and keep up-to-date policies and procedures for database management
- Prepare departmental financial reports and reconciliation with the Controller including month-end, fiscal-year end reconciliation, and audit-related information
- Assist the Controller with Charity return and annual financial audit
- Review departmental expenditures
- Ensure expenses are correctly coded and work with the Director in building the annual budget (expenses and revenue)
- Review monthly and annual expenses to ensure expenses are kept within budget, in consultation with the Director of Advancement
- Facilitate gifts of securities
- Prepare overdue reports for monthly review
- Attend school initiatives and activities related to the Advancement Department
- General administrative duties as required Coordinate training, update policies and procedures and troubleshoot technical issues
**Donor Relations and Foundation**
- Implement stewardship best practices and capable to create engaging donor acknowledgements and recognitions
- Responsible to connect with all New Parents (inform them of specific fundraising initiatives, book meetings and follow-up as needed)
- Assist in creating donor profiles as well as managing records and files of Major donors
- Responsible for supporting the CHS Foundation from an administrative point of view inclusive of taking meeting minutes and distribution of Board packages
- Prepare all correspondence with funders inclusive of yearly reports and updates, thank you letters from award and scholarship recipients and any other inquiries
- Supervising the appropriate filing of all the documents and submitting them to Archives at the end of each school year
**Qualifications, Knowledge, Experience**:
- Advanced knowledge of Blackbaud’s Raiser's Edge
- Strong knowledge of CRA tax receipting guidelines
- Superior attention to detail and excellent planning, project management, and analytical skills
- Ability to manage competing priorities and work under pressure to meet deadlines
- Proven ability to exercise tact, discretion and good judgement when dealing with confidential and sensitive matters
- Ability to work effectively in a team environment and maintain working relationships with a diverse group of employees, parents, alumnae and volunteers
- Excellent problem solving abilities combined with high level of professionalism
- An understanding of the independent school culture an asset
- Personable, relates well to external stakeholders and is a positive, contributing team member
- Strong oral and written communication skills
- High degree of diplomacy, confidentiality, discretion, and t
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