Advancement Services & Database Specialist

Concord Academy; Concord (MA); On-site; USD 60,000 - 70,000; Full time

Job summary

Concord Academy, in Concord, MA, seeks an Advancement Services & Database Specialist to manage gifts, pledges, receipts, and constituent data in line with CASE and IRS guidelines.

Reporting to the Director of Advancement Services, you will lead data integrity efforts, donor support, and assist during the transition from Raiser’s Edge Database View to RE NXT Unified WebView, ensuring accurate records and timely reporting.

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.
• Strong proficiency with Raiser’s Edge / RE NXT and data import tools.

Responsibilities

• Oversee daily gift accounting and reconcile with the General Ledger according to standards.
• Maintain donor records, pledges, receipts, and data quality across constituents.
• Support database operations and assist with RE migration and reporting.

Skills

Gift accounting

Data management

Database operations

Microsoft Office

Excel

Raiser’s Edge / RE NXT

Education

Bachelor’s degree preferred

Tools

Raiser’s Edge

RE NXT

GiveCampus

Job description

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Advancement Services & Database Specialist

Concord, MA, US

Salary Range: $60,000.00 To $70,000.00 Annually

Overview:

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. Physical presence on campus is required to process physical mail, paper checks, and secure financial records.
• Schedule: Full-time (Monday–Friday). Occasional early morning, evening, or weekend hours required during peak periods (Calendar Year-End in December, Fiscal Year-End in June, and major school events).

We are particularly interested in candidates who demonstrate strong technical aptitude, attention to detail, curiosity, and the ability to learn complex systems quickly.

This is a full-time, year-round position. Salary is competitive and commensurate with experience. This position is benefits-eligible. Candidates must successfully complete a criminal background check.

Concord Academy actively seeks applicants who reflect and support our mission and commitment to join a diverse and inclusive school community.