Database Coordinator

Job Summary

Reporting to the Vice President of Advancement, the Database Coordinator is responsible for coordination, oversight, and management of all advancement and support of student data systems. This position ensures the accuracy, integrity, and security of records in both Raiser's Edge NXT and PowerSchool, serving as a key support for students, parents, and staff regarding academic records, student enrollment data, and donor services.


Requirements / Qualifications

Comments and Other Information

Who You Are:
A practicing Catholic and experience working in Catholic education is preferred.


What You Will Do:


Responsibilities Related to Student Records & School Operations (PowerSchool):
Maintain accurate student demographic records, including address, parent/guardian contact information, and emergency contacts.
Process and update legal custodial documentation and educational rights in student records.
Issue and track student work permits in compliance with California labor law and school policy.
Fulfill data reporting requests for internal departments such as athletics, alumni, counseling, admissions, and communications.
Responsibilities Related to Donor Data & Advancement Systems (Raiser's Edge NXT):
Gift Processing and Stewardship:
Serve as the primary point of contact for donor inquiries related to giving, receipts and records.
Develop and maintain documentation of database processes and best practices
Accurately process and record all gifts, pledges, matching gifts, stock gifts, payments, event fees and other gifts via integrated merchant services in a timely manner.
Generate and distribute donor acknowledgement letters, tax receipts, pledge reminders, and stewardship communications.
Database Management and Data Integrity
Serve as the primary administrator for the School's CRM system (Blackbaud Raiser's Edge NXT), maintaining biographical records, gift records, attributes, and relationships.
Partner with the Business Office to reconcile gifts, ensuring proper coding and audit-ready documentation.
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.
Ensure compliance with IRS substantiation and receipting requirements, including proper documentation and acknowledgement language.
Manage imports and exports of data from third party platforms
Systems Management & User Support:
Serve as primary liaison with software vendors and maintain knowledge of platform updates and tools in Blackbaud Raiser's Edge NXT.
Provide end-user training and access support in Blackbaud Raiser's Edge NXT.
Support data imports, data cleanup projects, and integration across systems such as Google Workspace and PowerSchool.
Assist in institutional research, accreditation documentation, and database reporting.
Create and manage queries and reports for fundraising campaigns, appeals, donor segments, and alumni outreach.
Provide database and logistical support for Advancement events, including registrations, attendance tracking, and follow up reporting.
Support prospect research using Research Point and Prospect Insights to identify donor opportunities.
Collaborate with Admissions, Advancement, and Academic departments to improve reporting workflows and data visibility.
Collaborate with the Communications Office on segmentation, mailing lists and campaign execution.
Perform other duties as assigned