Advancement Database and Gifts Coordinator

Job Description

Job Description

Mission Statement

Regis High School transforms Catholic young men into leaders devoted to Deo et Patriae and lifelong service as Men for Others. Merit based and committed to families with financial need, Regis provides an academically exceptional, tuition-free Jesuit education within a caring community.

Position Summary

The Advancement Database & Gift Coordinator is responsible for the administration, integrity, and effective use of Regis High School's Advancement constituent relationship management (CRM) database and the accurate processing of all charitable contributions and commitments. Serving as the primary steward of constituent and donor records, this position ensures data accuracy, timely gift processing, financial reconciliation, reporting, and donor acknowledgments that support the School's fundraising and stewardship efforts.

Working closely with the Senior Director of Advancement Operations and Strategy, the Advancement team, and the Finance Office, the Coordinator provides the operational foundation for annual giving, major gifts, campaigns, events, and donor stewardship while supporting informed decision-making through reliable data, efficient processes, and exceptional service.

Job Responsibilities

Gift Processing and Financial Administration

●     Process and record all charitable contributions and commitments—including cash, checks, credit cards, ACH, wire transfers, securities, donor-advised funds, matching gifts, pledges, recurring gifts, tribute gifts, and planned gifts—ensuring accurate designation, coding, donor intent, and constituent information.

●     Prepare deposits and coordinate the timely transfer of funds to the Finance Office.

●    Support monthly reconciliation with the Finance Office.

●    Apply School gift-acceptance and counting policies, applicable tax substantiation and disclosure requirements, accounting standards, and donor restrictions; identify exceptions and escalate complex gifts for review.

Donor Stewardship

●     Prepare and distribute timely, accurate gift acknowledgments, tax receipts, and donor correspondence, including required language for goods or services received and personalized letters for leadership review and signature.

●     Maintain accurate donor recognition records and cumulative giving histories.

●     Support donor recognition societies and annual recognition publications.

●     Respond to donor inquiries regarding gift history, receipts, and giving records.

  Advancement Database Management

●      Maintain accurate constituent records, including biographical information, relationships, affiliations, employment, and communication preferences for all constituents, while performing regular audits and implementing database standards that ensure data integrity.

●     Import and reconcile constituent and demographic data from Blackbaud Education Management into Raiser’s Edge to maintain accurate and current constituent records.

●     Manage the transfer, reconciliation, and quality assurance of constituent and gift data from third-party platforms, including GiveCampus and OneCause, into Raiser’s Edge to ensure complete and accurate donor and fundraising records. 

  Reporting and Advancement Support

●    Support Advancement events by providing guest lists, registration data, donor information, and post-event reporting.

Compliance and Records Management

●     Maintain confidential donor and constituent information in accordance with School policies, applicable privacy regulations, and fundraising best practices.

●     Assist with annual audits, financial reconciliations, and reporting related to philanthropic contributions.

●     Perform other duties as assigned by the Vice President for Advancement or Senior Director of Advancement Operations and Strategy.

Qualifications

Required:

●     Associate's degree or equivalent experience (bachelor's preferred)

●    2+ years experience administering constituent databases with exceptional attention to detail

●     Strong Microsoft Excel skills, including sorting, filtering, formulas, lookups, pivot tables, and data validation, as well as proficiency with Microsoft 365

●     Excellent analytical, organizational, communication, and multitasking abilities

●     Ability to maintain confidentiality and exercise sound judgment

Preferred:

●     Experience with Blackbaud Raiser's Edge NXT or a comparable fundraising CRM; Financial Edge experience is a plus.

●    Experience with gift processing, financial reconciliation, and fundraising reporting.

●     Familiarity with independent schools, higher education, or nonprofit fundraising.

●     Knowledge of charitable gift accounting, donor stewardship, and fundraising best practices.

Core Competencies

The successful candidate will demonstrate:

●     Attention to detail and data accuracy

●     Customer service and donor stewardship

●     Integrity, confidentiality, and sound judgment

●     Analytical and problem-solving ability

●     Organization and time management

●     Initiative and continuous improvement

●     Collaboration

●     Commitment to Regis's mission

To Apply

Interested applicants should submit a cover letter and resume. Qualified applicants will be contacted regarding next steps once all required documents have been submitted. Applications will be accepted until the position is filled.

The Regis community strives to foster a sense of belonging at all levels of the organization. The hiring managers and school leaders seek to recruit and retain highly talented faculty and staff who are committed to the Catholic Jesuit mission and values. Central to this mission is a commitment to diversity and care for the whole person (cura personalis).

Regis is an Equal Opportunity Employer.