Advancement Database Coordinator

The Webb Schools are two schools on one campus – on the front porch of the Claremont Colleges, Los Angeles and the Pacific Rim – and boasts a fully accredited world-class museum of paleontology.  Our constituent base includes over 4,500 alumni and 750 current parents worldwide with an active volunteer network.  Founded as the Webb School of California in 1922, we are approaching our 100th anniversary in 2022. 
 
The Advancement Database Coordinator (ADC) is an integral member of Webb’s fast-paced and professional Advancement team and is responsible for the set-up, maintenance and proper use of the Advancement database in Raiser’s Edge NXT.  The position manages all constituent and gift data entry as well as the data retrieval process including the creation of reports, queries, exports, etc.  The ADC handles the timely processing of all credit card and online gifts and coordinates with the Business Office to ensure that gifts are properly processed, coded, balanced and communicated.  The ADC provides effective support and training to department staff in the use of Raiser’s Edge and they are the primary Advancement liaison with the tech department and Business Office.  
 
RELATIONSHIPS

The Advancement Database Coordinator reports to the Senior Director of Development and supports the Office of Advancement in activities related to fundraising and constituent engagement.  This position interacts with all constituent groups and liaises with other school departments to maintain database records, most significantly with the Business Office.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for creating a culture of data quality by following and establishing quality assurance protocols, processes, documentation and training.

• Oversee gift and pledge entry and processing. 

• Reconcile sources of gifts to actual gifts recorded.

• Reconcile gifts and pledges with controller and liaise with the Business Office during financial audits to ensure that gift data is properly coded and communicated in the accounting software. 

• Create and run complex queries, exports and reports to support fundraising efforts for staff and volunteer use.  This includes annual giving, planned gifts, matching gifts, events, campaign reporting, as well as weekly, monthly, quarterly and annual fundraising reports.  

• Under the direction of the Sr. Director of Development, report on gift revenue progress and goals to department. 

• Create and implement data oversight functions and train staff to ensure a high standard of “clean” data is being maintained. 

• Collaborate with gift officers to implement, evaluate and standardize prospect management policies and procedures in the database and create prospect management reports for staff and volunteer use. 

• Ensure the ongoing documentation of the database setup, data entry procedures, and data output procedures.

• Actively participate as an integrated member of the Advancement team; attend and actively participate in staff meetings, fundraising meetings, retreats and department events. 

• Other duties as assigned. 

 
EDUCATION AND EXPERIENCE

• High school diploma required; B.A/B.S. degree from an accredited college or university is preferred and minimum two years of experience in a development/advancement office environment, non-profit setting, or advanced use of an integrated CRM database, or an equivalent combination of experience. 

• Strong demonstrated experience with Microsoft Office suite and accounting/budgeting software systems, specifically Raiser’s Edge and Financial Edge, preferred. 

 
PROFESSIONAL QUALITIES WEBB FACULTY & STAFF

• Contributes to the delivery of the mission, vision, and values of the school community.

• Follows community policies and procedures and should model positive behavior.

• Works effectively as a team member and develops professional and productive relationships with colleagues.

• Understands boundaries and embraces responsibility for the care of students in loco parentis.

• Promotes a trust-based community by keeping appropriate confidences.

• Manages time effectively and meets deadlines and commitments.

• Communicates and responds to all school communications in a timely manner.

• Demonstrates flexibility and adaptability to change as needed.

 
OTHER REQUIREMENTS A current California driver license with a satisfactory motor vehicle record is required.  A criminal background check must be successfully completed before employment can begin.
 
OTHER SKILLS

• Strong, well-rounded written and verbal communication skills. Experience in answering inquiries and requests in a friendly and direct manner.

• Ability to work independently and collaboratively and demonstrates excellent interpersonal skills. 

• Ability to establish and maintain effective working relationships with those in contacted with during work. 

• Ability to exercise good judgment and maintain confidentiality.

• Meticulous attention to detail and deadlines with demonstrated strong initiative in carrying out responsibilities. 

• Good understanding of basic accounting practices and principles.

• Ability to prioritize work and multi-task. Works well under pressure in a demanding and fast-paced environment. 

 
PHYSICAL REQUIREMENTS

The physical requirements of this position are those needed to successfully fulfill the job duties and responsibilities articulated above.  As prescribed by law, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
 
This position is “at will”. This means that both Webb and the hired employee have the right to terminate their employment relationship at any time, with or without notice, and with or without cause. There is no employment contract, actual or implied.
 
Interested candidates should send their cover letter and résumé to: Laura Wensley, Senior Director of Development and Alumni Relations careers@webb.org Fax: (909) 482-5272