Advancement Database Coordinator

Elijah House Academy; Richmond (VA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Free tuition for employees’ children

Job summary

Elijah House Academy (EHA) seeks an Advancement Database Coordinator to support the development office with donor data, analytics, and communications. This hourly role reports to the Development Manager and focuses on data integrity, donation processing, and donor engagement.

The position is full-time for 12 months, non-exempt, with a typical schedule of 8:00–4:30 and an hourly range of $25–$28. EHA offers a comprehensive benefits package, including tuition for employees’ children.

Qualifications

• Agree with Elijah House Academy's religious beliefs and support its mission.
• Be able to build relationships and collaborate with a diverse community.
• Experience in a development office is preferred.
• Protect privileged information related to the academy.

Responsibilities

• Manage CRM (Virtuous) data and upkeep, including tags, custom fields, premiums, and codes.
• Process and record all donations (checks, online, stock, matches, recurring pledges).
• Reconcile with finance monthly and automate acknowledgment workflows.
• Build reports, queries, and dashboards for campaigns and leadership.
• Train fundraising staff on CRM usage and data interpretation.
• Coordinate donor communications and oversee printed and digital development pieces.
• Support alumni communications, website updates, and gala/event database tracking.
• Assist with campus support activities as needed.

Skills

CRM skills

Organization

Data analytics

Confidentiality

Communication

Problem solving

Multi-tasking

Tools

Virtuous CRM

Job description

Position Description: Advancement Database Coordinator

Position Summary:

Elijah House Academy (EHA) is a diverse and Christ-centered school community that currently serves ~200 students, transitional kindergarten through eighth grade. After almost four decades of storied work with the children of Richmond, we are actively growing enrollment. We also recently shifted in pedagogy associated with the renewal of our educational philosophy. Finally, we recently wrapped up a major capital campaign and construction project for a 12,000 square foot multipurpose building. EHA is seeking to fill this open position on our advancement team.

The Advancement Database Coordinator is an hourly, administrative support position in the development office whose primary focus is donor data and analytics, donations and its sources, and supporting the Development Manager in communicating print, spoken, and digital pieces to donors as well as with special initiatives including alumni.

Position Reporting Responsibility:

Development Manager

FLSA Status:

Non-exempt

Hours:

Full-time, 12 months, typically 8-4:30

Hourly Range:

$25 - $28 per hour

Position Requirements/Qualifications:

Anyone who is seeking this position at EHA must:

• Agree with the EHA statement of religious beliefs
• Embody the mission, vision and values of EHA
• Demonstrate an ability to build relationships, communicate and collaborate with our diverse community
• Have experience in a development office (preferable)
• Protect EHA privileged information

Position Skills:

• CRM skills
• Strong organization and time management
• Detail oriented
• Data analytics, entry, query, and management skills
• Technological skills
• Confidentiality and professionalism
• Effective communication
• Problem solving and curiosity
• Multi-task and flexibility

Essential Duties and Responsibilities:

1. CRM (Virtuous) Management and Upkeep
   1. Collect, organize, and report donor data and contact information
   2. Manage basic backend setup, such as creating new tags, custom fields, premiums, and project/designation codes.
   3. Identify and clean up incomplete or duplicate profiles, and maintain overall database hygiene.
   4. Automation and Workflows: Set up automated internal tasks, communication workflows, and automations.
   5. Forms and Giving Pages: Configure, customize, and monitor online donation forms, campaigns, and fundraising pages to ensure accurate data capture and smooth user experiences
2. Gift Processing
   1. Process and record all incoming donations, including checks, online giving, stock gifts, matches, and recurring pledges.
   2. Batch, import, and review digital donations from external giving platforms.
   3. Generate, print, and mail personalized donor acknowledgment letters and tax receipts within required timelines.
   4. Administer tax credits (NAP and EISTCP)
3. Financial Reconciliation
   1. Partner with the finance department to perform monthly financial reconciliations.
   2. Automate and execute personalized acknowledgment workflows, tax receipting, and giving statements.
4. Reporting & Analytics
   1. Build, automate, and maintain custom reports, queries, and dashboards for leadership and fundraising campaigns.
   2. Generate analytics to evaluate campaigns.
   3. Ensure proper appeal tracking and premium codes are applied to segments for accurate campaign analysis.
5. Training & Support
   1. Maintain internal standard operating procedures
   2. Train fundraising staff on navigating the CRM and interpreting data.
6. Manage communication systems to donors
   1. Work closely with the development team to ensure data integrity, audience segmentation, and deliverability of newsletters and email blasts.
   2. Order printing materials and supplies
   3. Support execution of all printed and emailed development pieces
   4. Manage donor relationships
7. Support the Development Manager on special initiatives
   1. Alumni Communications
   2. Update development information on the website (limited)
   3. Assist with EHA photography and videos (limited)
   4. Annual gala - database tracking, vendors, communication pieces
   5. Partner Days
   6. Other
8. Campus support
   1. Assisting a homeroom teacher with morning discipleship and mentoring
   2. School office subbing (limited)

The Advancement Database Coordinator is a 12-month, non-exempt, full-time position with a comprehensive benefits package including retirement plan with school match, health, dental, and vision insurance, paid time off, paid student holidays, life insurance, long-term disability, and free tuition for children of employees.