Development Data Coordinator

Prospect Sierra School, a prominent East Bay independent school, is immediately seeking a part-time Development Data Coordinator.

Prospect Sierra is an independent, co-ed K–8 school located on two campuses in El Cerrito, California. Our mission “inspires students to seek deep, meaningful understanding; to develop strong academic skills; and to become creative and independent thinkers.” The National Association of Independent Schools (NAIS) recently featured Prospect Sierra as a Model School of the Future, among only seven schools worldwide, in its publication A Guide to Becoming a School of the Future.

Overview of Position

The part-time (18 hours per week) Development Data Coordinator is responsible for the data, research, and systems that support all of Prospect Sierra’s fundraising efforts and will function as an expert in the use of our Filemaker database (Generations from InResonance). With a solid strategic plan and as a leader in K-8 education, the school is poised to enhance and broaden its philanthropic efforts. This is an opportunity to re-align and fortify the constituent database to better support the school’s goals; strengthen data and reporting systems to be more accurate, agile, and responsive to real needs; and better reflect the donor-centric focus of the development program.

The position will oversee data integrity, accurate financial reporting, prospect management, timely stewardship, and segmentation. Further, the candidate will be primary custodian of processes and procedures for organizing, storing, and utilizing donor data for myriad needs related to fundraising. An integral member of the four-person Development team, the Data Coordinator is a key leader in the organizational efforts behind annual giving, event management, alumni engagement, and major gifts. The position reports to the Interim Director of Development.

Responsibilities

• Keep database current and coordinate with IT to troubleshoot operations issues. Serve as primary contact with database vendor.
• Review and revise database structure and practices for most efficient storage and retrieval of donor information, maximizing usefulness of primary codes such as campaign, fund, and appeal and constituent information.
• Maintain accurate and complete information on all constituents; track and report on significant moments in the relationship between constituents and the school.
• Oversee gift and pledge processing functions, including online giving; integrate with donor database.
• Ensure that all gifts are quickly and accurately recorded, processed, and tracked. Generate acknowledgment letters using best practices. Stay abreast of IRS requirements.
• Draft and implement appeal-specific gift acknowledgment letters and pledge reminders.
• Reconcile gifts and pledges with business office and liaise with business office to ensure that their gift data is properly coded
• Create and run complex queries, reports, and exports to support fundraising and outreach efforts on a routine and ad hoc basis.
• Prepare lists and formatted merge documents for a variety of functions including list reviews, mail merges, and solicitor lists.
• Prepare standardized reports for senior management and board. Prepare monthly gift reports, pledge status reports, and other reports or lists as needed.
• Map and import data from external systems such as Excel, GiveSmart, event management systems, or other sources. Update student and family information annually from InResonance (summer).
• Build best practice procedures around integrating research tools and wealth screenings such as iWave. Conduct screenings, review and refine data, and update Generations with mined data.
• Working with Development team, properly pull and segment donors into meaningful groupings to support fundraising initiatives.
• Maintain database hygiene on a proactive basis, making sure database records are up to date and reflect individual constituent preferences
• Assist Development team in the execution of all special events as necessary
• Participate in Development team activities including staff meetings, special events, and school community activities as they arise
• Additional responsibilities and assignments as they arise.

Essential Skills and Qualifications

• Undergraduate degree required.
• Experience in education, fundraising, and data management. Filemaker or InResonance experience preferred. Alternative database experience could include Raiser’s Edge, Salesforce, Donor Perfect, Access, or similar.
• Keenly analytical orientation, strong attention to details, confidentiality, and ability to multi-task with accuracy.
• Collaborative and results-oriented approach
• Personable, positive, helpful personality; customer service mindset.
• Strong organizational skills, particularly in coordinating an array of assignments and meeting deadlines
• Enthusiasm, commitment to excellence, self-motivation, and a professional demeanor.
• Proficiency in Microsoft Office, internet research, and data integration between various systems, and comfortable learning and teaching new systems.
• Must be willing and available to work occasional evenings and weekends.
• Willingness to take on a wide variety of tasks.
• Experience working in the Development Office of a nonprofit agency or school preferred.
• May be required to occasionally lift, move and/or set up stacks of documents, lap-top computers, projectors, flip charts or other materials. Will be required to work for extended periods of time at a computer terminal.

Prospect Sierra is an equal opportunity employer.

Compensation

Highly competitive among comparable employers

How To Apply

Please email a letter of interest and current resume to: advancement@prospectsierra.org. Please note “Development Data Coordinator” in the email subject line. No phone calls please.