Database & Operations Advancement Associate

Part-time: $35-$45/ hour (20-24 hours a week) - remote optional

Full-time salary: $65,000- $80,000 a year - in office

POSITION SUMMARY

The Database & Operations Advancement Associate, reporting to the Assistant Director of Advancement, plays a key role in supporting the Advancement Office database and operations. They are responsible for directing the maintenance and operation of the Advancement database, including managing the database integrity, documenting existing and creating new processes, and making recommendations to improve operational effectiveness.

MAIN AREAS OF FOCUS AND RESPONSIBILITY

• Serve as the primary database administrator
• Process all gifts to CAIS
• Quarterly reconciliation with the business office
• Support yearly audit (July)
• ShowCAIS Support

SPECIFIC DUTIES (not limited to)

Donor Recognition

• Oversees and manages the gift entry and acknowledgement process, ensuring accurate and timely processing of gifts and pledge reminders through Veracross.
• Ad Hoc timely gift acknowledgment emails and annual gift acknowledgement letters for tax purposes.

Database and Software Management

• Develops and maintains efficient systems in Veracrosse for data entry and clean up, gift processing, and donor moves management.
• Creates and pulls database queries from Veracross as requested.
• Assists the Assistant DIrector and Director of Advancement in analyzing data to determine giving trends and outcomes for the department.
• Manages updates, upgrades, and reporting issues related to Veracross database.
• Future software research, implementation, and management. (I.e. peer-to-peer fundraising platforms and/or event software).
• Creating donor profiles using wealth screen software (iWave), past giving information, personal information, etc.
• Work with the Director of Advancement to create reports related to major/ leadership donors that will help guide cultivation and stewardship efforts.

Donor Services Research and Management

• Collaborates with the Business Office to ensure that all gift revenues are properly recorded; provides quarterly gifts reconciliation.
• Works with Business Office to provide documentation needed for annual audits (July)
• Manages pledge tracking and reminder process to ensure pledge fulfillment of annual fund and ShowCAIS before by fiscal year end.
• Pulls, reviews, and updates mailing lists for the department’s direct mail campaigns.
• Regularly enters gifts into Veracross using CASE standard protocols.

ShowCAIS (Annual Gala) Support

• Outreach support to secure online auction items.
• Enter sponsorships, online auction items, live auction packages and ticket sales data into event software ensuring accuracy.
• In-person event day support (May 17, 2025)

Additional Duties for Full-Time Employment Only

• Event support - work with the Parent Engagement and Events Manager to execute cultivation and stewardship events.
• Annual Fund - work with the Assistant Director of Advancement on the Annual Fund as needed.

Other duties as assigned by the Assistant Director of Advancement