Temporary Development Database Manager

University Preparatory Academy•Seattle, WA

About The Position

University Prep is seeking a talented, engaging, and compassionate temporary Development Database Manager. Our staff and faculty share our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. We need a leader who understands best practices in database management and thrives on working independently as well as part of a team. If that sounds like you, we’d like to hear from you. Under minimal supervision, the temporary Development Database Manager serves as the primary steward of the school’s donor data and development systems. This role provides analytical and operational support for all fundraising initiatives including annual giving, capital campaigns, major gifts, and special events, through expert management of Veracross, Boost My School, and complementary platforms. Working in close partnership with the Business Office, IT Department, and school leadership, this position ensures data accuracy, financial compliance, and strategic reporting while handling sensitive donor data with discretions.

Requirements

Bachelor’s degree from a 4-year college or university or equivalent required
Minimum two years of experience in non-profit development environment preferred
Proven expertise with Veracross (or an equivalent complex donor database) and independent school experience highly preferred
Proficient at working in a Microsoft Windows environment, using current versions of Office; ability to master common automated systems for record-keeping, and confidently learn new technology
Excellent organizational and project management skills
Excellent verbal and written communication skills
Demonstrated ability to coordinate and prioritize multiple tasks, and to manage details and deadlines
Demonstrated ability to work independently and as a team member
Ability to maintain confidential information
Flexibility, maturity, and a sense of humor
Commitment to diversity, equity, inclusion, and belonging
Ability to talk on the phone
Ability to sit and keyboard up to 8 hours per day
Ability to lift up to 25 pounds
Ability to work some evenings and weekends
Some travel required

Responsibilities

Serve as the primary Veracross and Boost My School expert for the Development team, establishing data entry standards and advising on database best practices
Manage and execute the annual database cleanup process to ensure up-to-date and accurate constituent contact records, giving histories, and engagement notes
Manage all data imports and integrations into Veracross from third-party platforms (e.g., Greater Giving, iWave)
Coordinate with the IT Department, Registrar, Admissions, and the Main Office on Veracross shared responsibilities, systems infrastructure improvements, and data pipelines
Securely process and enter all gift-related data (including corporate matching gifts, stock gifts, wire transfers, and foundation/DAF grants) and post pledge commitments into Veracross
Deliver physical checks to the Business Office immediately upon arrival to facilitate timely reconciliation and deposit
Partner closely with the Business Office to reconcile individual gifts, fund designations, pledge records, and recurring donation reports
Provide weekly, monthly, and annual financial reports to the Business Office, including specialized year-end reports to reconcile between general Veracross data and Veracross Development modules
Collaborate directly with the CFO to structure and set up new fundraising campaigns within Veracross
Complete comprehensive annual benchmark reporting for INDEX, NAIS (DASL), and the IRS Form 990, tracking data such as daily cash receipts, month-end reports, and specialized year-end audit reports
Produce and distribute annual tax acknowledgement letters (January), donor recognition lists (July), and periodic progress/stewardship reports for endowment
Design and maintain recurring dashboards, queries, and reports for Development leadership, the Development Committee, and the Board of Trustees to analyze giving trends and campaign performance
Compile up-to-date donor listings, fundraising results, and metrics for the Impact Report, Annual Report, and UPrep Magazine
Maintain tracking documents and execution lists for major campaigns including the Puma Fund, Capital Campaigns, and donor pipelines
Manage auction items for UPrep Together, overseeing incoming payments, tracking registration, and ensuring correct financial coding in tandem with the Business Office
Partner with the Development team to identify, flag, and create comprehensive donor profile templates for prospective donors to support cultivation meetings.
Generate targeted constituent mailing lists for solicitations and publications, and assist the broader team with event preparation, registration, and post-event follow-up
Appreciate, support, and advocate for the mission, vision, and values of UPrep
Actively participate in the life of the school and cultivate positive community relations with all constituencies
Comply with the school policies, regulations, and safety/security protocols
Perform other duties as assigned