Advancement Database Coordinator

Advancement Database Coordinator

Location: Bishop Kenny High School

FLSA: Non-Exempt 10-month

Position summary: Bishop Kenny High School is seeking a Database Coordinator to support the operations of the Advancement Office. This role is responsible for maintaining the accuracy and integrity of donor records and assisting with the preparation of donor communications. The ideal candidate demonstrates exceptional attention to detail and a strong commitment to accuracy and quality. The hours of the position are Monday - Friday 7:30 a.m. - 3:30 p.m. and this is approximately 10-month position per year, from August 1 through June 1.

Duties & Responsibilities:

• Support the mission of the school by helping foster strong donor relationships through accurate data and timely stewardship.
• Maintain and manage Bishop Kenny High School's Raiser's Edge donor database to ensure accurate, complete and timely donor and gift records.
• Enter, update, and verify constituent information, including biographical details, contact preferences, and giving history.
• Monitor special event software to ensure data is properly syncing in Raiser's Edge.
• Process and acknowledge all gifts (including those processed through special events software) promptly, generating tax receipts, thank-you letters, and stewardship reports.
• Generate mailing lists, donor reports, and segmentation queries to support fundraising campaigns and events. For example: email addresses for e-newsletters.
• Collaborate with advancement staff to track pledges, recurring gifts, matching gifts, and tribute gifts.
• Prepare year-end calendar acknowledgements for recurring gifts.
• Ensure data integrity through regular audits, duplicate resolution, and adherence to established data entry standards.
• Create and maintain documentation for database procedures, best practices, and data management policies.
• Provide training and technical support to staff on Raiser's Edge features, reporting, and data entry protocols.
• Coordinate with the finance department to reconcile gifts and pledges with accounting records.
• Assist in producing donor recognition lists, impact reports, and other stewardship materials.
• Maintain strict confidentiality of donor and constituent information in accordance with privacy laws and ethical standards.
• Monitor industry trends and Raiser's Edge updates to recommend process improvements.

Knowledge and skill requirements:

• Raiser's Edge experience preferred

• Knowledge of telephone protocol and etiquette
• Knowledge of basic accounting/bookkeeping
• Proficient in Microsoft Office
• Proficient in verbal and written communication skills
• Visibility of work requires attention to detail, excellent organizational and customer service skills, and discretion with confidential information
• Ability to multi-task
• Ability to learn new software applications
• Work requires extensive use of computers and business equipment
• Projects a professional image through direct, telephone, and electronic interaction and communication.
• Must be able to successfully complete a background screening and take a Protecting God's Children class before beginning employment. For the Background Screening Clearinghouse Education and Awareness website, visit

LANGUAGE SKILLS

Ability to read, analyze, and interpret technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will experience sitting in place at computer for long periods of time with extensive keyboarding/dexterity. Is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet. Position may require some evenings or weekend hours.