Job Description

Job Details

Job Location: Baltimore, MD 21210

Salary Range: $65,000.00 - $75,000.00

The Database Manager plays a critical role within the Advancement Office by managing the School’s advancement database and ensuring the accurate and timely processing, recording, and reporting of gifts and constituent information.

This position serves as the primary administrator of the School’s development database (Raiser’s Edge NXT, Veracross, or an equivalent system), maintaining the integrity, accuracy, security, and usability of constituent and gift data. The position supports all areas of the Advancement Office, including Annual Giving, Major Giving, Planned Giving, Alumnae Relations, Parent Relations, and donor stewardship.

Essential Duties and Responsibilities

Database Management & Maintenance

• Serve as the primary administrator for the School’s advancement database, including user management, security protocols, system configurations, database maintenance, and data entry standards and procedures.
• Maintain the integrity, accuracy, and security of constituent, biographical, relationship, and giving information by regularly auditing and cleansing data, resolving duplicate records and inconsistencies, and ensuring timely updates to addresses, contact information, relationships, solicitation status, births, deaths, and other relevant information.
• Maintain constituent records and background information, including scholarships, class notes, awards, athletics, activities, appeals, campaigns, and other fundraising-related information; update records at the beginning of each fiscal and academic year to reflect changes in constituent status, fundraising goals, and other important data points.
• Manage and troubleshoot integrations with other School systems and platforms, including myRPCS and event registration systems; work with the Director of Alumnae Engagement to ensure accurate names and information in Class Notes, and stay current with database updates, new features, and best practices in advancement database management.

Gift Processing & Financial Administration

• Process gifts and pledges accurately and in a timely manner in the School’s advancement database, including online donations, checks, credit cards, wire transfers, stock gifts, and other forms of contributions; maintain accurate records of pledges, pledge payments, recurring gifts, matching gifts, and other commitments.
• Reconcile gift records and reports with financial records and work closely with the Business Office to resolve discrepancies and ensure accurate and complete giving histories.
• Generate pledge reminder lists, data, and merges two to three times each year, and prepare information for donor end-of-tax-year reports, tax receipts, endowment reports, and other financial or fundraising reports as needed.
• Add gifts, pledges, and other transactions to constituent records and assist with the preparation of the list of deceased alumnae used for the Memorial Day program.

Reporting, Data Analysis & List Management

• Generate standard and custom reports, queries, and constituent lists to support fundraising and alumnae relations activities, including donor lists, giving summaries, campaign and pledge activity, prospect tracking, and other Advancement priorities.
• Prepare mailing and email lists, phonathon lists, event invitation lists, and other data for donor communications, events, campaigns, annual reports, and School publications.
• Compile and submit data for the annual DASL report and prepare data and reports for end-of-tax-year donor reporting and other financial or fundraising needs.
• Analyze and interpret advancement data to support fundraising strategies, segment donors, inform strategic decision-making, and manage ad-hoc data requests from Advancement staff and School leadership.

Training & Staff Support

• Provide training and ongoing support to Advancement staff on database use, data entry protocols, gift processing procedures, reporting capabilities, and data standards, serving as the primary point of contact for database-related questions and issues.
• Develop and maintain user documentation, procedures, and training materials to promote consistent database practices across the Advancement Office.
• Explain technical and database concepts clearly and effectively to colleagues who may not have a technical background.

Compliance, Confidentiality & Data Security

• Maintain the confidentiality, security, and integrity of all constituent, donor, and financial information in accordance with School policies and applicable data privacy regulations.
• Maintain appropriate database access and security protocols and exercise sound judgment and discretion when handling sensitive information.

Systems & Special Projects

• Participate in database upgrades, data migrations, system implementations, and other technology projects, including the implementation and maintenance of new technology and platforms used by the Advancement Office.
• Collaborate with other School departments to ensure data consistency and effective system integration.
• Provide data and administrative support for special fundraising, stewardship, alumnae, and Advancement projects, and perform other duties as assigned to support the Advancement Office.

Work Conditions

The Database Manager position is a full-time, exempt 12 month position.

The individual in this position is expected to work during all hours as may be assigned by the School and during other hours for events and activities.

The Database Manager is expected to perform their job duties on campus, unless otherwise permitted by the Head of School.

Compensation Disclosure

In accordance with Maryland's Equal Pay for Equal Work Act, we are committed to providing transparent wage information for all posted job opportunities. The salary range for this position is $65,000-$75,000 annually. Compensation is determined based on factors such as Experience, Qualifications, and Internal equity.

Benefits and Additional Compensation

• Employer-provided health benefits: medical insurance, dental and vision insurance, disability insurance, life insurance, mental health support services, wellness program, free access to fitness center onsite, and free lunch daily.
• Paid time off for full time and full time reduced employees: vacation days (for 12 month employees), sick leave, personal days, winter break & spring break based on school calendar schedule.
• Retirement plan: 403(b) retirement plan with employer matching contributions (required minimum hours worked after 1 year of service.)

EOE Statement

RPCS is an Equal Opportunity Employer. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected characteristic. We are committed to ensuring a diverse and inclusive workplace, and all employment decisions are based on merit, qualifications, and organizational needs. If you require accommodations during the application process, please contact Human Resources.

Qualifications

• Bachelor’s degree required.
• Minimum of five years of experience in advancement database management, gift processing, fundraising operations, or a related field.
• Proven ability to manage and maintain complex databases with a high degree of accuracy, including experience with gift processing, reconciliation, and donor records.
• Strong analytical and problem-solving skills, with the ability to interpret data and produce meaningful reports.
• Excellent attention to detail, organizational skills, and ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills, with the ability to explain technical concepts and procedures to non-technical users.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Ability to work independently while collaborating effectively with colleagues across the Advancement Office and School.
• Demonstrated commitment to confidentiality, discretion, and ethical standards, with the ability to handle sensitive information appropriately.
• Genuine interest in supporting the mission of an all-girls educational institution; flexibility and willingness to work occasional evenings and weekends and in an office-based environment.

Preferred Qualifications

• Experience with Raiser’s Edge NXT, Veracross, or another advancement CRM system.
• Experience with wealth screening, prospect research, event registration, or constituent engagement platforms.
• Experience with advancement operations in an independent school, college, university, or nonprofit organization.

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