Advancement Data Manager: Gifts & Donors

Paycom; Baltimore (MD); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health benefits

403(b) retirement plan

Free lunch daily

Onsite fitness center

Job summary

The RPCS Advancement Office is seeking a Database Manager in Baltimore to oversee the school’s fundraising database, ensure data integrity, and support gift processing, reporting, and donor communications. The role includes managing user access, conducting data cleansing, and coordinating system integrations with related platforms.

Responsibilities span maintenance, reporting, and staff training, with emphasis on confidentiality and data security.

Qualifications

• Bachelor’s degree required.
• Minimum of five years of experience in advancement database management, gift processing, fundraising operations, or a related field.
• Proven ability to manage and maintain complex databases with a high degree of accuracy, including experience with gift processing, reconciliation, and donor records.
• Strong analytical and problem-solving skills, with the ability to interpret data and produce meaningful reports.
• Excellent attention to detail, organizational skills, and ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, with the ability to explain technical concepts and procedures to non-technical users.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Ability to work independently while collaborating effectively with colleagues across the Advancement Office and School.
• Demonstrated commitment to confidentiality, discretion, and ethical standards, with the ability to handle sensitive information appropriately.
• Genuine interest in supporting the mission of an all-girls educational institution; flexibility and willingness to work occasional evenings and weekends and in an office-based environment.

Responsibilities

• Serve as the primary administrator for the School’s advancement database, including user management, security protocols, system configurations, database maintenance, and data entry standards and procedures.
• Maintain the integrity, accuracy, and security of constituent, biographical, relationship, and giving information by regularly auditing and cleansing data, resolving duplicate records and inconsistencies, and ensuring timely updates to addresses, contact information, relationships, solicitation status, births, deaths, and other relevant information.
• Maintain constituent records and background information, including scholarships, class notes, awards, athletics, activities, appeals, campaigns, and other fundraising-related information; update records at the beginning of each fiscal and academic year to reflect changes in constituent status, fundraising goals, and other important data points.
• Manage and troubleshoot integrations with other School systems and platforms, including myRPCS and event registration systems; work with the Director of Alumnae Engagement to ensure accurate names and information in Class Notes, and stay current with database updates, new features, and best practices in advancement database management.
• Process gifts and pledges accurately and in a timely manner in the School’s advancement database, including online donations, checks, credit cards, wire transfers, stock gifts, and other forms of contributions; maintain accurate records of pledges, pledge payments, recurring gifts, matching gifts, and other commitments.
• Reconcile gift records and reports with financial records and work closely with the Business Office to resolve discrepancies and ensure accurate and complete giving histories.
• Generate pledge reminder lists, data, and merges two to three times each year, and prepare information for donor end-of-tax-year reports, tax receipts, endowment reports, and other financial or fundraising reports as needed.
• Add gifts, pledges, and other transactions to constituent records and assist with the preparation of the list of deceased alumnae used for the Memorial Day program.
• Generate standard and custom reports, queries, and constituent lists to support fundraising and alumnae relations activities, including donor lists, giving summaries, campaign and pledge activity, prospect tracking, and other Advancement priorities.
• Prepare mailing and email lists, phonathon lists, event invitation lists, and other data for donor communications, events, campaigns, annual reports, and School publications.
• Compile and submit data for the annual DASL report and prepare data and reports for end-of-tax-year donor reporting and other financial or fundraising needs.
• Analyze and interpret advancement data to support fundraising strategies, segment donors, inform strategic decision-making, and manage ad-hoc data requests from Advancement staff and School leadership.
• Provide training and ongoing support to Advancement staff on database use, data entry protocols, gift processing procedures, reporting capabilities, and data standards, serving as the primary point of contact for database-related questions and issues.
• Develop and maintain user documentation, procedures, and training materials to promote consistent database practices across the Advancement Office.
• Explain technical and database concepts clearly and effectively to colleagues who may not have a technical background.
• Maintain the confidentiality, security, and integrity of all constituent, donor, and financial information in accordance with School policies and applicable data privacy regulations.
• Maintain appropriate database access and security protocols and exercise sound judgment and discretion when handling sensitive information.
• Participate in database upgrades, data migrations, system implementations, and other technology projects, including the implementation and maintenance of new technology and platforms used by the Advancement Office.
• Collaborate with other School departments to ensure data consistency and effective system integration.
• Provide data and administrative support for special fundraising, stewardship, alumnae, and Advancement projects, and perform other duties as assigned to support the Advancement Office.
• The Database Manager position is a full-time, exempt 12 month position.
• The individual in this position is expected to work during all hours as may be assigned by the School and during other hours for events and activities.
• The Database Manager is expected to perform their job duties on campus, unless otherwise permitted by the Head of School.

Skills

Data analysis

Attention to detail

Excel

Communication skills

Education

Bachelor's degree

5+ years advancement database experience

Tools

Raiser’s Edge NXT

Veracross

Microsoft Office

Job description

The RPCS Advancement Office is seeking a Database Manager in Baltimore to oversee the school’s fundraising database, ensure data integrity, and support gift processing, reporting, and donor communications. The role includes managing user access, conducting data cleansing, and coordinating system integrations with related platforms.

Responsibilities span maintenance, reporting, and staff training, with emphasis on confidentiality and data security.