Advancement Operations Database Administrator-Lead for Gifts & Data Operations

Pacific University • Forest Grove, OR

2d • Hybrid

About The Position

Pacific University’s Advancement Division is developing fundraising and engagement infrastructure to support the University’s strategic plan and secure philanthropic resources. As a member of the Advancement Operations team, the Database Administrator helps maintain effective production operations and manage database functions that support fundraising and engagement.

The Lead for Gifts & Data Operations manages the creation and maintenance of gift and pledge records and ensures gift processing, receipting, and financial recording comply with Advancement Operations standards and applicable IRS, state, and federal regulations. The role also carries out routine batch data imports and appends, performs database reconciliations, and maintains scholarship recipient data for accurate financial and operational alignment across systems.

The position may involve independent work within established directions and general University policies, with independent decision-making. It may also include occasional supervision of student assistants. The role is expected to be based in the Portland-metro area and may be performed on a hybrid schedule, with on-site work at Pacific University campuses and event or meeting locations. Travel throughout the Portland-metro area and some regional travel may be required. Evening and weekend work is required when needed.

Requirements

• At least three years of experience in system administration and/or records management using a complex primary database and related systems.
• Ability to consider diverse perspectives and ethically manage and use private information belonging to diverse constituencies.
• Effective visual, written, and verbal communication skills.
• Experience collaborating with colleagues and others to expedite solutions.
• Experience with related technical and software applications, including databases, financial platforms, email marketing, word processing, spreadsheets, presentations, and basic website upkeep.
• Ability to maintain confidentiality, attend to details, solve problems, think critically, adapt, prioritize varying workloads, take initiative, and meet deadlines and goals.
• Ability to ask questions, gather information, and make sound recommendations based on information supplied.
• Ability and willingness to work evening and weekend hours.
• Ability to remain stationary for long periods and type using fingers or adaptive technologies.
• Close vision sufficient to read print and digital files.
• Legal authorization to work in the United States at the time of hire and thereafter without employer visa sponsorship.

Nice To Haves

• Associate’s degree or higher in accounting, finance, or business administration; life and professional experience may supplement educational experience.
• Demonstrated experience with Blackbaud Raiser’s Edge NXT.
• Demonstrated experience with financial records, ideally in charitable giving.

Responsibilities

• Process gifts and pledges from diverse constituents in compliance with University and IRS regulations.
• Generate gift receipts, pledge reminders, donor tributes, and acknowledgments in a timely manner.
• Process gift reversals and modifications accurately.
• Manage the matching gift program, including recording pledges, tracking applications, and auditing outstanding claims.
• Execute routine batch data imports, data appends, and integration uploads from ancillary software and external services using established mapping protocols.
• Perform routine database integrity checks and audits of gift and transaction records to ensure accurate coding and alignment with primary database standards.
• Update corporate contact details and stewardship contact assignments to maintain accurate constituent relationship records.
• Reconcile program data and reports against primary database reports.
• Manage scholarship recipient data by extracting monthly reports from the University’s scholarship platform, importing new recipients, and manually updating existing recipients.
• Track and maintain constituent volunteer activity in the database for informational reporting, engagement metrics, and annual IRS Form 990 compliance.
• Cross-train in Advancement Operations functions, including gift reporting, system integration, user access, and list creation, and provide coverage for colleagues when needed.
• Monitor and participate in relevant professional groups and information sources to stay current on higher education, constituent engagement, fundraising, marketing and communications, records management, and advancement operations.
• Participate in the University community, follow policies and procedures, stay current on University news and events, and assist with signature events and initiatives.
• Provide occasional supervision of student assistants.

Benefits

• Generous paid time off, including vacation, holidays, winter break, and sick leave.
• Medical coverage with alternative care options; in-network services are covered at 100% after payroll deduction.
• Comprehensive dental and vision plans.
• Generous retirement contribution after one year of service, with no match required.
• Free mental health appointments.
• Tuition remission for eligible employees and their dependent children.
• Free access to the on-campus sports facility and library.
• Discounts on campus food, bookstore purchases, and clinic services.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed