Advancement Database and Operations Manager

Carolina Friends School; Durham (NC); On-site; USD 70,000 - 90,000; Full time

Job summary

Carolina Friends School is seeking an experienced Advancement Operations and Database Manager to ensure the integrity and strategic use of donor data within its Advancement program. The successful candidate will manage gift processing, reconciliation, and reporting, while supporting stewardship and Annual Fund execution.

Applicants must have at least five years of experience in advancement operations, strong skills in Raiser’s Edge, and proven abilities in financial reconciliation.

Qualifications

• At least five years of experience in advancement operations or database management.
• Experience managing financial reconciliation and reporting.
• Ability to translate data into actionable insights.

Responsibilities

• Process all gift entries in Raiser’s Edge.
• Reconcile Advancement records with the Business Office regularly.
• Produce reports tracking the Annual Fund performance.
• Maintain accurate endowment fund records.
• Establish and maintain database policies and procedures.

Skills

Raiser’s Edge experience

Financial reconciliation

Attention to detail

Organizational skills

Cross-departmental collaboration

Job description

Carolina Friends School (CFS) seeks an experienced and strategic Advancement Operations and Database Manager. Reporting to the Director of Advancement, the successful candidate will be responsible for the integrity, accuracy, and strategic use of donor data across Carolina Friends School’s Advancement program. This role manages everything from gift entry processing and reconciliation to reporting, segmentation, and endowment data, while supporting stewardship, Annual Fund execution, and campaign readiness. This position is essential to ensuring strong internal systems, donor trust, and data-driven decision‑making.

Core Responsibilities

Database and Gift Management (Raiser’s Edge)

• Process all gift entries in Raiser’s Edge, including online donations, pledges, stock transfers, in‑kind gifts, and payroll deductions
• Ensure timely and accurate gift processing that donors can count on
• Generate acknowledgments and receipts in coordination with the Annual Giving & Stewardship Assistant Director
• Maintain clean, accurate constituent records and giving histories
• Manage mail and mailing list updates to keep communications accurate and relevant
• Conduct annual data updates for new and departing students, families, and staff

Gift Reconciliation & Financial Coordination

• Reconcile Advancement records with the Business Office on a regular schedule
• Investigate and resolve discrepancies to ensure audit‑ready documentation
• Support year‑end reporting and donor substantiation requirements

Reporting, Segmentation & Progress Tracking

• Produce regular reports tracking the Annual Fund performance, LYBUNT (Last year But Unfortunately Not This) trends, monthly giving retention, and major donor activity
• Monitor and track progress toward fundraising goals and milestones
• Provide data support for Advancement Committee and Board reports
• Support campaign segmentation and progress tracking (non‑managerial role)
• Complete annual DASL (Data and Analysis for School Leadership) Advancement reporting

Endowment Data Management (Adavico)

• Maintain accurate endowment fund records in the Adavico, including fund purposes, restrictions, donor intent language, and balances and distributions
• Coordinate annual endowment reconciliation with the Business Office
• Endowment Reporting and Stewardship Support
• Generate annual endowed fund financial reports from Adavico
• Collaborate with Advancement and Communications teams to gather stories, photos, and impact narratives for donor‑facing endowment reports
• Track report delivery and donor follow‑up
• Maintain records of solicitations and donor outreach through database appeal and action tracking

Data Integrity & Systems Improvement

• Establish and maintain database policies, procedures, and best practices
• Lead data hygiene initiatives, imports, and exports
• Train Advancement staff on database functionality and best practices
• Recommend system improvements to enhance efficiency and accuracy

Strong Candidates will demonstrate

• At least five years of experience in advancement operations or database management
• Strong Raiser’s Edge experience (required)
• Proven experience managing financial reconciliation and reporting
• High attention to detail and strong organizational skills
• Ability to translate data into actionable insights for fundraising strategy
• Comfort working cross‑departmentally, particularly with the Business and Communications teams
• Demonstrate an affinity for and interest in the Quaker values as embodied in the CFS community
• Demonstrate commitment to understanding and exploring how power and inequality, influenced by factors such as race, class, gender, sexuality, neurodivergence, and different physical abilities, impact our students, families, and colleagues