Advancement Database Coordinator (Lindavista)

Job Description The Advancement Database Coordinator (Coordinator) is integral to supporting the School’s culture of philanthropy by processing gifts accurately and in a timely manner, and by effectively managing constituent data. This position ensures the integrity of the School’s advancement database and serves as a key point of coordination between the Advancement Office and internal and external stakeholders. The Coordinator partners closely with Advancement colleagues and collaborates across departments to ensure data accuracy, compliance, and strong donor stewardship. The role requires a high degree of discretion, attention to detail, and a commitment to exceptional service.

Essential Duties & Responsibilities Gift Processing and Stewardship

Accurately process and record all gifts, pledges, matching gifts, stock gifts, and other gifts in a timely manner.

Ensure compliance with IRS substantiation and receipting requirements, including proper documentation and acknowledgment language.

Generate and distribute donor acknowledgment letters, tax receipts, pledge reminders, and stewardship communications.

Serve as a primary point of contact for donor inquiries related to giving, receipts, and records.

Communicate daily gift reports to Advancement leadership and relevant stakeholders.

Database Management and Data Integrity

Serve as the primary administrator of the School’s CRM system (Blackbaud Raiser’s Edge NXT), maintaining biographical records, gift records, attributes, and relationships.

Establish and enforce data entry standards, policies, and procedures to ensure consistency and accuracy.

Perform regular data audits and clean‑up to maintain database integrity.

Manage imports and exports of data from third‑party platforms (e.g., GiveCampus, BetterUnite).

Develop and maintain documentation of database processes and best practices.

Reporting and Analytics

Create and distribute standard and ad‑hoc reports, dashboards, and queries to support fundraising, stewardship, and leadership decision‑making.

Produce monthly and year‑end reconciliation reports in coordination with the Business Office.

Track and report key metrics, including participation rates, campaign progress, and constituency giving.

Prepare reports for publications (e.g., Annual Report on Philanthropy) and external benchmarking surveys (e.g., DASL/INDEX).

Collaboration and Cross‑Functional Support

Partner with the Business Office to reconcile gifts, ensuring proper coding and audit‑ready documentation.

Collaborate with Communications and Marketing on segmentation, mailing lists, and campaign execution.

Support Admissions and Alumni Relations with data sharing and updates as appropriate.

Coordinate with Advancement team members to support annual giving, capital campaigns, and special initiatives.

Communications and Production

Manage the Advancement production calendar for mailings, solicitations, and stewardship communications (40–50 annually).

Prepare mailing lists, labels, and segmentation criteria for targeted outreach.

Assist in the execution of digital and print fundraising campaigns.

Events and General Support

Provide database and logistical support for Advancement events, including registrations, attendance tracking, and follow‑up reporting.

Support all Advancement activities, including peak periods such as fiscal year‑end and calendar year‑end giving.

Be present on‑site daily during critical gift processing periods (especially year‑end close).

Perform other duties as assigned.

Qualifications

Bachelor’s degree or equivalent combination of education and relevant experience.

2–4 years of experience in database management, advancement services, fundraising operations, or a related field preferred.

Experience with CRM systems (Blackbaud Raiser’s Edge NXT strongly preferred).

Strong understanding of data management principles and best practices.

Demonstrated commitment to data accuracy and integrity with exceptional attention to detail.

Working knowledge of gift processing and donor stewardship practices preferred.

Intermediate to advanced proficiency in Microsoft Excel or Google Sheets (e.g., pivot tables, formulas, data analysis).

Excellent organizational and time‑management skills with the ability to manage multiple priorities and deadlines.

Strong written and verbal communication skills, with a customer‑service mindset.

Ability to handle confidential information with discretion and professionalism.

Analytical thinker with problem‑solving skills and the ability to identify process improvements.

Ability to work both independently and collaboratively in a team‑oriented environment.

Salary and Benefits Parker is committed to attracting and retaining the highest quality faculty and staff through a substantial compensation plan, including competitive salary, TIAA retirement benefits, and full medical/dental coverage. Pay Range: $28 to $32 per hour, based on experience.

Non‑Discrimination Parker values diversity and seeks talented students, faculty, and staff from different backgrounds. All employment decisions are made without regard to unlawful considerations of race, color, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), gender, sexual orientation, gender identity or expression, marital status, religion, national origin, ancestry, ethnicity, creed, age, mental or physical disability, medical condition, genetic information, military or veteran status, or any other basis prohibited by federal, state, or local law.

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