Advancement Database Coordinator

Francis Parker School•San Diego, CA

1d•Onsite

About The Position

The Advancement Database Coordinator (Coordinator) is integral to supporting the School’s culture of philanthropy by processing gifts accurately and in a timely manner, and by effectively managing constituent data. This position ensures the integrity of the School’s advancement database and serves as a key point of coordination between the Advancement Office and internal and external stakeholders. The Coordinator partners closely with Advancement colleagues and collaborates across departments to ensure data accuracy, compliance, and strong donor stewardship. The role requires a high degree of discretion, attention to detail, and a commitment to exceptional service.

Requirements

Bachelor’s degree or equivalent combination of education and relevant experience.
2–4 years of experience in database management, advancement services, fundraising operations, or a related field preferred.
Experience with CRM systems (Blackbaud Raiser’s Edge NXT strongly preferred).
Strong understanding of data management principles and best practices.
Demonstrated commitment to data accuracy and integrity with exceptional attention to detail.
Working knowledge of gift processing and donor stewardship practices preferred.
Intermediate to advanced proficiency in Microsoft Excel or Google Sheets (e.g., pivot tables, formulas, data analysis).
Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills, with a customer-service mindset.
Ability to handle confidential information with discretion and professionalism.
Analytical thinker with problem-solving skills and the ability to identify process improvements.
Ability to work both independently and collaboratively in a team-oriented environment.

Responsibilities

Accurately process and record all gifts, pledges, matching gifts, stock gifts, and other gifts in a timely manner.
Ensure compliance with IRS substantiation and receipting requirements, including proper documentation and acknowledgment language.
Generate and distribute donor acknowledgment letters, tax receipts, pledge reminders, and stewardship communications.
Serve as a primary point of contact for donor inquiries related to giving, receipts, and records.
Communicate daily gift reports to Advancement leadership and relevant stakeholders.
Serve as the primary administrator of the School’s CRM system (Blackbaud Raiser’s Edge NXT), maintaining biographical records, gift records, attributes, and relationships.
Establish and enforce data entry standards, policies, and procedures to ensure consistency and accuracy.
Perform regular data audits and clean-up to maintain database integrity.
Manage imports and exports of data from third-party platforms (e.g., GiveCampus, BetterUnite).
Develop and maintain documentation of database processes and best practices.
Create and distribute standard and ad hoc reports, dashboards, and queries to support fundraising, stewardship, and leadership decision-making.
Produce monthly and year-end reconciliation reports in coordination with the Business Office.
Track and report key metrics, including participation rates, campaign progress, and constituency giving.
Prepare reports for publications (e.g., Annual Report on Philanthropy) and external benchmarking surveys (e.g., DASL/INDEX).
Partner with the Business Office to reconcile gifts, ensuring proper coding and audit-ready documentation.
Collaborate with Communications and Marketing on segmentation, mailing lists, and campaign execution.
Support Admissions and Alumni Relations with data sharing and updates as appropriate.
Coordinate with Advancement team members to support annual giving, capital campaigns, and special initiatives.
Manage the Advancement production calendar for mailings, solicitations, and stewardship communications (40–50 annually).
Prepare mailing lists, labels, and segmentation criteria for targeted outreach.
Assist in the execution of digital and print fundraising campaigns.
Provide database and logistical support for Advancement events, including registrations, attendance tracking, and follow-up reporting.
Support all Advancement activities, including peak periods such as fiscal year-end and calendar year-end giving.
Be present on-site daily during critical gift processing periods (especially year-end close).
Perform other duties as assigned.