Pennsylvania
Chicago, IL
Posted: 27-Aug-23
Location: Pasadena, California
Type: Full Time
Salary: $75,000-90,000/year
Polytechnic School is seeking an Advancement Database Manager to oversee the management, maintenance, and utilization of our fundraising database. The Polytechnic Advancement team is responsible for alumni, parent, and community engagement as well as donor cultivation, solicitation, and stewardship. The school’s Raiser’s Edge database is the foundation of this work. Working with the Director of Advancement Services, Poly is seeking a database manager with meticulous attention to detail, technical proficiency, and a strategic mindset to optimize our fundraising processes and enhance our engagement with donors, alumni, and other stakeholders.
Major responsibilities
- Database management: Maintain the structure and integrity of Raiser's Edge database, including creation of new records, managing record relationships, creating table structures for attributes, constituency codes. etc; and importing and exporting data from other platforms, among other duties.
- Gift management: Oversee the entry of pledges and gifts, and provide guidance to the Advancement Services Associate, including setting up receipt and acknowledgement templates in RE; producing acknowledgment letters; tracking stock gifts and monitoring brokerage accounts; processing matching gift request via online platforms; managing special projects such as employee payroll deductions for donations; working with parent and student organizations to record in-kind gifts for silent auctions; tracking gifts to various appeals, including the Poly Fund, Partnership for Success!, etc.
- Advancement reports: With guidance from the Director of Advancement Services, creates and produces reports, lists, and statistical data as needed by the Advancement team using reports within RE, Excel templates and Word merges, while leveraging emerging technologies, such as Microsoft Power Platform, to continue innovation and increased automation. In addition to routine needs, pulls lists of donors for the annual Report of Giving and completing the DASL and INDEX surveys.
- Liaison with business office: Collaborates closely with colleagues in the business office to set up new funds, campaigns, and link to General Ledger. Supply supporting documentation as requested by the business office for annual audit.
- Annual Fund, Alumni, and Cultivation support: In partnership with Advancement colleagues, assists in production of annual fund solicitations and emails. Creates queries based on segmentation outlined by Annual Giving Director, sets up merge letters, coordinates with mail house, prints letters and envelopes as needed in-house. Provides data needs for events (setting up event in RE, tracking RSVPs), etc.
- Additional duties as assigned: May periodically include stationery inventory and ordering, postage tracking and ordering, training and assisting the advancement team with basics in RE, Microsoft Word and Excel, managing various projects, assisting with school-wide events, etc.
Minimum requirements
- Bachelor's degree with at least five years of experience in database administration and/or Advancement Services within a nonprofit setting.
- Highly proficient in Raiser’s Edge database, with NXT experience preferred.
- Excellent attention to detail, highly organized with the ability to manage several projects at once and consistently meet project deadlines while working harmoniously in a team environment.
- Sound judgment and discretion.
- Passion for fundraising in education, with experience working in an independent school and/or higher education environment preferred.
- Requires occasional evening and weekend work.
Physical Requirements and Work Environment
- Work in an environment dealing with a wide variety of challenges and deadlines, as well as a diverse array of contacts.
- Work at a desk and computer for extended periods of time.
- Ability to lift up to 30 lbs.
- Work primarily in a traditional climate-controlled classroom environment.
- Work intermittently in outside weather conditions, including extreme heat and cold.
ABOUT POLY
Founded in 1907, Polytechnic School is the first nonprofit, coeducational, K-12, independent school in Southern California. The meaning of polytechnic as “many arts” is reflected in the school’s ambitious and student-centered educational program. Nationally recognized as a K-12 educational leader, Poly develops the unique intellect, talents, and character of each student through transformative teaching within a diverse community devoted to academic excellence, the creative arts, the camaraderie of team sports, and service to others.
Poly strives to be an inclusive community that fosters academic excellence and personal growth by ensuring that all of our 870 students, nearly 65% of whom identify as Students of Color, are seen, heard, and valued as their authentic selves. We respect the dignity and worth of every individual and seek to celebrate the joy, the love, and the creativity that emanate from the human spirit. Throughout our Lower, Middle, and Upper Schools, students, faculty, and staff commit to deepening our understanding and knowledge of ourselves, each other, and our ever-changing world. Within our community of care, Poly students build the confidence and capacity to think critically and creatively to become responsible global citizens and intellectual leaders. Taught by an extraordinary faculty, Poly graduates are ready to fulfill the promise of their talents and lead meaningful, purposeful lives.
To learn more about Polytechnic School, please visit us.
Equal Opportunity Employer
In order to provide equal employment and advancement opportunities to all individuals, Poly will recruit, hire, train, and promote faculty and staff without regard to an individual’s race, color, sex, gender identity, genetic information, sexual orientation (including heterosexuality, homosexuality and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition and physical or mental disability (whether perceived or actual), or any other consideration made unlawful by federal, state, or local laws. School policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
