Gift and Record Management Specialist

Job Description

Job Description

Gift and Record Management Specialist

Who You Are

The Episcopal Academy seeks a detail-oriented and systems-minded Gift and Record Management Specialist to support the daily operations within the Office of Institutional Advancement. The ideal candidate is process-driven, finds satisfaction in behind-the-scenes impact, and thrives in a structured, mission-focused environment. This individual takes ownership of responsibilities, checks work for accuracy, and follows through to support a collaborative team.

What You Will Do

Reporting to the Senior Director of Advancement Services & Data Strategy, this position plays a central role in ensuring the accuracy, consistency, and integrity of donor and constituent records and philanthropic data. Key responsibilities include:

• Processing and acknowledging all gifts, pledges, and payments accurately and promptly.
• Maintaining constituent records, including key biographical updates, in the CRM database according to school policies and procedures.
• Generating mailing lists, data exports, and reports to support events, donor outreach, and stewardship efforts.
• Supporting events by tracking RSVPs, preparing name tags, and compiling attendance lists.
• Assisting with donor correspondence and administrative tasks related to fundraising and engagement.
• Collaborating with colleagues to ensure accuracy and alignment of gift and financial records.
• Providing general operational support and contributing to the ongoing improvement of internal systems and processes.

About You

The ideal candidate for the Gift and Record Management Specialist at The Episcopal Academy will possess the following:

• A bachelor's degree
• Experience in data entry, database management, or administrative support - ideally within advancement, fundraising, or nonprofit settings
• Exceptional attention to detail, organizational skills, and a commitment to data accuracy and integrity
• Proficiency with Microsoft Excel and Google Workspace
• Experience with Raiser's Edge (or similar CRM) is preferred
• A process-oriented mindset with a focus on consistency and continuous improvement
• Satisfaction in recurring, detail-intensive work and pride in completing it accurately and reliably
• The ability to manage multiple priorities and adapt to shifting needs
• A collaborative approach and willingness to support team efforts
• Strong interpersonal and professional communication skills
• Sound judgment, including the ability to investigate discrepancies and recognize when to seek guidance
• Flexibility to work occasional evenings or weekends for school events

Candidates with varying levels of experience who are eager to learn and contribute meaningfully to a mission-driven, detail-focused team are encouraged to apply.

About the Office of Institutional Advancement

The twelve-person Advancement team at The Episcopal Academy is a collaborative, mission-driven group that fosters a culture of philanthropy grounded in gratitude, stewardship, and authentic relationships. Our efforts directly support students, faculty, and programs that shape the Episcopal experience - from financial aid and faculty development to athletics and the arts.

Recent major milestones that speak to both the generosity of our community and the strategic strength of our team include:

• Completion of a $123 million comprehensive campaign, including $75 million for endowment
• $2.6 million raised for the Annual Fund in FY26 from over 1,700 donors
• More than $6 million raised through EITC/OSTC in FY26 to support financial aid
• Endowment surpassing $175 million, securing long-term sustainability

About Episcopal Academy

Located 16 miles outside of Philadelphia, The Episcopal Academy offers competitive salary and benefits; employer retirement plan match; generous paid time off; excellent work/life balance; access to ongoing professional development; complimentary lunch during the school year; and use of campus facilities, including library and fitness center.

While each employee at Episcopal brings a unique set of competencies and skills to their work, we believe all employees should:

• Be student-centered, embrace school life, and show it through actions and interactions with students, colleagues, and parents.
• Embody and live The Stripes.
• Consistently maintain high work standards and motivate others to achieve the same standard of excellence.
• Demonstrate a desire and willingness to constantly grow and learn, both personally and professionally, and see others, especially students, as having the ability to learn and reach success.
• Demonstrate a belief in and commitment to fostering an inclusive and diverse school community.
• Foster a positive culture by being optimistic, selfless, flexible, and collaborative.

Position start date: Immediately.

Application deadline: Until filled.

The Episcopal Academy does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability and familial affiliation or any other characteristic protected by law. We seek candidates who hope to help foster a school environment where all people are valued and where all perspectives are respected and appreciated.