Advancement Database Coordinator

Advancement Database Coordinator

Position Summary

The Advancement Database Coordinator plays a critical role in supporting the Advancement department through the management and oversight of the Raiser's Edge NXT database. The role ensures the accuracy, integrity, and usability of donor data, supports fundraising and stewardship activities, and oversees financial reporting and gift processing. The Coordinator collaborates closely with Finance, IT, Communications, and school leadership to maintain efficient systems and ensure compliance with internal and external standards. This position reports to the Director of Advancement.

This is a part-time position, ideally two days per week (0.4 FTE).
The full-time equivalent salary range is $55,000–$65,000, and the final salary will be prorated based on the agreed-upon schedule.

Key Responsibilities

1. Database & Records Management (Advancement)

• Administer and maintain the Raiser's Edge NXT database, ensuring data accuracy, system integrity, and controlled user access.
• Conduct regular data entry, clean-up, global updates, imports, and exports.
• Generate queries, reports, mailing lists, dashboards, and fundraising analytics.
• Provide training and troubleshooting support for Advancement team members.
• Coordinate data consistency across institutional systems.

2. Gift Processing & Financial Reporting

• Process, acknowledge, and receipt all donations—including one-time, recurring, in-kind, and share-based gifts—in alignment with CRA regulations.
• Oversee recurring giving programs, send pledge reminders, and monitor lapsed donor follow-up.
• Reconcile monthly and annual donation reports with the Finance Department; support financial audits.
• Maintain and update online donation forms and giving platforms.

3. Donor Stewardship & Advancement Events

• Manage donor stewardship calendars and coordinate individualized follow-up activities.
• Maintain donor profiles and conduct prospect research.
• Support Advancement events by managing invitation lists, registration tracking, and donation reporting.
• Collaborate with the Communications team to ensure fundraising content and donor communications are accurate and up to date.

Required Skills & Qualifications

• 3–5 years of experience in database administration, advancement operations, or fundraising support.
• Advanced knowledge of Raiser's Edge NXT; experience with Student Information Systems (SIS) is an asset.
• Strong proficiency with Google Workspace, particularly Google Sheets or Excel.
• Familiarity with CRA gift receipting guidelines, donor data privacy, and recordkeeping standards.
• Respect, dignity and inclusion for all members of the community
• Collaborative mind-set and courageous approach to adversity
• Demonstrated communications skills (oral and written)
• Ability to plan to ensure most efficient task completion outcomes
• Creative "out-of-the-box" thinker
• Flexible and adaptable and embraces change
• Ability to handle confidential information with the utmost professional integrity
• Proven work ethic with utmost integrity
• Enthusiasm, eagerness and genuine interest in all aspects of the school's success
• Self-awareness, with a desire for constant self-improvement (goal-oriented)
• Experience in an independent school or nonprofit environment is considered an asset.

Other Ad-Hoc Duties:

• Occassional assistance with lunch supervision duties (as needed).

Application Closing Date: Open till filled