Advancement Services & Database Specialist

Advserv; Concord (MA); On-site; USD 65,000 - 95,000; Full time

Job summary

Concord Academy is seeking an Advancement Services & Database Specialist to manage end-to-end gift processing, donor records, and data integrity within the Advancement and Engagement Office.

The role supports the transition from Raiser's Edge Database View to RE NXT Unified WebView, including data imports and reporting, while ensuring compliance with IRS standards and CASE guidelines.

Qualifications

• Minimum 3 years of direct experience in gift accounting, records management, and database operations.
• Bachelor’s degree preferred, or equivalent combination of education and experience.
• Experience with Blackbaud Raiser’s Edge/RE NXT strongly preferred.
• Proficiency in Microsoft Office with advanced Excel skills.
• Demonstrated ability to learn and navigate complex software systems.

Responsibilities

• Oversee daily gift accounting and reconciliation in accordance with CASE and IRS standards.
• Maintain constituent data, ensure data quality and privacy compliance.
• Support data imports, global updates, and reports for the Advancement Office.
• Assist with migration from Raiser's Edge DB View to RE NXT WebView and document processes.

Skills

Gift accounting

Records management

Database operations

RE NXT / Raiser's Edge

Excel

Microsoft Office

Data quality

Privacy & compliance

Education

Bachelor’s degree

Tools

Raiser’s Edge

RE NXT

GiveCampus

Data import tools

Job description

Advancement Services & Database Specialist

Concord Academy, an independent, all-gender, boarding and day school renowned for its world-class faculty, passionate students, and graduates who make their mark on the world, is seeking an Advancement Services & Database Specialist in our Advancement and Engagement Office. The successful applicant will have a commitment to advancing the core tenets of the school’s mission.

The Advancement Services & Database Specialist is the primary operational cornerstone of the Advancement and Engagement Office. Reporting directly to the Director of Advancement Services, this individual is primarily responsible for the end-to-end, prompt, and accurate recording of all gifts and pledges, gift reconciliation, donor tax receipts, and the proactive maintenance and safeguarding of constituent data (alums, parents, donors, and friends) in accordance with IRS guidelines and CASE standards.

As a secondary function, in a streamlined two-person Advancement Services team, this role provides technical database support—including data imports, global updates, and assisting the Director with the ongoing operational transition from Raiser’s Edge Database View (7.x) to the RE NXT Unified WebView.

Key Responsibilities

1. Core Gift Processing & Financial Accounting

Comprehensive Gift Administration:Oversee all daily aspects of gift accounting. Accurately and promptly process gift batches in Raiser’s Edge (cash, checks, credit cards, wire transfers, stock/securities, recurring gifts, matching gifts, and payroll deductions) in compliance with CASE and IRS standards and internal financial controls.

• Financial Reconciliation:Partner closely with the Finance Office to perform weekly and monthly reconciliations between Raiser’s Edge and the General Ledger. Troubleshoot and resolve discrepancies, making necessary gift adjustments in a timely manner.
• Pledge Management & Review:Record pledges, review pledge agreements, track outstanding balances, and produce pledge reminders.
• Tax Receipts & Acknowledgments:Generate donor charitable gift tax receipts and acknowledgments.
• Gift Documentation & Security:Maintain physical and electronic gift files, ensure proper cash handling compliance, follow up with donors and staff to secure necessary gift support. Collaborate with Finance to provide gift documentation for audits.
• Donor Support:Handle gift-related customer service inquiries from donors with professionalism and courtesy.

2. Constituent Records & Data Integrity

• Biographical Data Upkeep:Perform timely updates to constituent records, including contact information, deceased status, and communication preferences, ensuring accuracy and adherence to privacy standards.
• Data Quality & Hygiene:Lead ongoing data quality standards managing data hygiene efforts including appends, cleanup projects, and routine data entry. Conduct regular data audits in RE to ensure consistent and accurate data entry, table entries and naming conventions. Develop and execute proactive strategies to constantly improve the accuracy, completeness, and consistency of constituents’ biographical data, leveraging vendor relationships and technology resources where necessary.
• Cross-Departmental Collaboration:Collaborate with campus partners to ensure the timely exchange and safeguarding of critical constituent information.

3. Technical Operations & Database Administration

• Database Modernization & Migration Support:Assist the Director during the department’s ongoing operational transition from Raiser’s Edge Database View to RE NXT Unified WebView, adapting workflows as web features evolve. Create and maintain related process documentation for gift and data processing.
• Queries & Reports:Build and maintain queries, exports, constituent lists and reports to support the database information needs of the Advancement and Engagement Office.
• Data Imports & Global Updates:Execute data imports, global adds, appends, and other data integration functions.

Qualifications, Skills & Experience

Required:

• Experience:Minimum 3 years of direct experience in gift accounting, records management, and database operations, preferably within an independent school, college, or non-profit setting.
• Education: Bachelor’s degree preferred, or an equivalent combination of education, professional experience, and relevant technical skills.
• Database & Software Expertise:Experience with Blackbaud Raiser’s Edge / RE NXT (Database View and WebView) strongly preferred. Experience with online giving tools, GiveCampus preferred, and data import functionality.
• Technical Skills:High proficiency in Microsoft Office, with intermediate-to-advanced Excel skills.
• Systems Aptitude:Demonstrated ability to learn and navigate complex software systems and apply established processes consistently.

Core Competencies:

• Uncompromising Accuracy:Exceptional attention to detail and high standards for data precision and financial recordkeeping.
• Discretion & Integrity:Demonstrated ability to handle sensitive biographical and financial donor information with complete confidentiality.
• Problem Solving & Autonomy:Strong analytical skills to reconcile financial discrepancies and perform under minimum supervision, making sound decisions in the absence of the Director.
• Service Orientation:Excellent written and verbal communication skills with a team-focused, customer-service approach to assisting donors and colleagues.
• Location:On-Campus.