Advancement Database Coordinator

ROME GROUP; Missouri; On-site; USD 40,000 - 50,000; Part time

Job summary

Ursuline Academy, a prestigious all-girls high school in Missouri, is seeking a part-time Advancement Database Coordinator. This role involves managing and optimizing donor database systems, ensuring data integrity, and processing charitable contributions.

The ideal candidate will hold a Bachelor’s Degree and have experience with database management, preferably using Blackbaud Raiser’s Edge. Strong analytical and organizational skills are essential to support fundraising and events effectively.

Qualifications

• Experience in database management or advancement services.
• Knowledge of gift processing standards and compliance.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Manage and optimize Advancement data platforms.
• Process all charitable contributions accurately.
• Conduct routine database audits and data cleanup.

Skills

Database management

Blackbaud Raiser’s Edge

Gift processing

Analytical skills

Organizational skills

Education

Bachelor’s Degree or equivalent experience

Tools

Blackbaud Raiser’s Edge NXT

Job description

Advancement Database Coordinator

Ursuline Academy, a private, all‑girls high school deeply rooted in Catholic values and inspired by the charism of St. Angela Merici, is searching for a part‑time (~24 hours/week) Advancement Database Coordinator to support the Advancement Office through the management and optimization of donor database systems, gift processing, reporting, and data integrity.

More specifically, the Advancement Database Coordinator is responsible for the following:

Donor Database Management & Reporting

• Manage and optimize Advancement data platforms and systems, including Blackbaud Raiser’s Edge and OneCause.
• Maintain the accuracy, consistency, integrity, and confidentiality of constituent records, including constituent demographics, attributes, and donor activity.
• Serve as the primary internal resource and subject matter expert for Advancement database systems, including troubleshooting, user support, and implementation of best practices.
• Develop and maintain database policies, procedures, and documentation related to data management, gift processing, and reporting.
• Generate reports and data analysis to support fundraising and events as requested by the Director of Advancement.
• Prepare mailing lists, donor reports, and other constituent data to support fundraising and event activities.
• Conduct routine database audits, data cleanup, and quality assurance procedures to ensure data integrity, consistency, and reporting accuracy.
• Support departmental operations through effective database administration and strategic data management.

Gift Processing & Compliance

• Process all charitable contributions, including checks, online gifts, PayPal, and other electronic donations, in a timely and accurate manner while ensuring proper coding in accordance with organizational policies and audit requirements.
• Prepare donor acknowledgment letters, tax receipts, and supporting gift documentation.
• Reconcile development deposits and gift records in coordination with the Business Office to ensure accurate financial reporting and compliance standards.

Administrative support and other duties as assigned.

Qualifications

• Bachelor’s Degree or equivalent experience
• Experience in database management or advancement services
• Hands‑on experience in constituent and gift entry in Blackbaud Raiser’s Edge NXT and Database View are strongly preferred
• Knowledge of gift processing standards, compliance, and reporting practices
• Excellent analytical, organizational, and problem‑solving skills
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Strong organizational skills
• Excellent written and verbal communication abilities
• High attention to detail and a commitment to excellence
• Ability to adjust schedule to meet school needs, including some evenings and weekends

Physical Demands of the Position: This position requires the ability to frequently stand, walk, and sit; occasionally bend, stoop, and reach; and may require lifting and moving objects up to 25 pounds.

Coworkers must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable coworkers with disabilities to perform the essential functions of their job, absent undue hardship. Ursuline Academy retains the right to change or assign other duties to this position.

Ursuline Academy is an equal opportunity employer. In compliance with federal, state, and local laws and subject to applicable exceptions relating to Ursuline Academy’s nature as a religious institution, Ursuline Academy administers all employment activities without discrimination based on race, color, ancestry, national or ethnic origin, age, military service, disability, gender, sex or any other legally protected status.