Advancement Database Manager

Holton-Arms School invites applications for the full-time position of Advancement Database Manager. Founded in 1901, Holton-Arms School is an independent college preparatory girls school with 664 students in grades 3 through 12, located on a 57-acre campus in Bethesda, MD, a suburb of Washington, DC. The School is known for its commitment to academic excellence, and for its leadership in providing opportunities for young women in athletics and the fine and performing arts. We are a diverse community of students, faculty, and staff reflecting the population of the metropolitan Washington, DC area.

Title: Advancement Database Manager

Department: Office of Institutional Advancement

Reports to: Director of Digital Media & Databases

Office Summary:

The Development Office drives all fundraising for the School. The Annual Fund, Alumnae Relations, Constituent Relations, Planned Giving, Major Gifts, and Capital Campaign are all functions of the Development Office.

Office Mission:

The Development Office cultivates and sustains meaningful relationships to secure essential financial resources to advance the mission of Holton-Arms School.

Position Summary:

The Advancement Database Manager reports to the Director of Digital Media & Databases and coordinates the administration of the database to maintain accurate and thorough donor records while also providing general administrative and Advancement Center support. The Advancement Database Manager plays a crucial technical role in the department's daily operations which includes an annual fund, capital campaign, alumnae relations and frequent special events. S/he will have the ability to train other department employees on Veracross, will proactively identify new prospects and qualifying existing prospects while producing easy-to-read queries/reports and maintaining database integrity.

Database Management & Reporting:

• In conjunction with Director of Digital Media & Databases, provide leadership and planning for development processes and procedures in areas of data entry practices, gift processing, database integrity, reporting, data analysis, event tracking, system enhancements, prospect tracking and moves management.
• Work collaboratively with appropriate team members to maximize efficient use of database to effectively address needs of specific areas within the department including but not limited to campaign giving, leadership giving, The Holton Fund, alumnae relations, and special events.
• Generate reports, queries, and exports. Provide support to all members of the department.
• Ability to analyze data to uncover trends and inform donor strategy
• Provides weekly/monthly status reports on annual fund, capital campaign and various other initiatives.
• Maintain data integrity, clean up inconsistent data.
• Ability to analyze data to uncover trends and inform donor strategy

Gift Entry, Acknowledgments & Reconciliation:

• Receive and enter all gifts into database with appropriate coding; manage check, credit card, stock, and online donation processes.
• Generate monthly pledge reminders.
• Provide Business Office with Cash Receipts Journal and checks/charges in a timely and accurate fashion. Reconcile monthly donations with the Business Office. Reconcile payroll deductions with the Payroll Manager.
• Produce acknowledgement letters/tax receipts while checking for grammatical/typographical errors and in compliance with IRS regulations.
• Manage the department's hard copy and electronic donation files in accordance with Holton’s record retention policy.
• Produce semi-monthly revenue reports for department.
• Complete monthly reconciliation reports.
• Provide reports and other data to the Business Office in compliance with IRS requirements.
• Serve as Combined Federal Campaign gift coordinator.

Special Projects & Events:

• Provide support to phone-a-thons including preparing calling cards, setting up, and tracking results. Solicit constituents over the phone as needed.
• Organize and distribute school mail daily. Update demographic information, and take action on each piece of returned mail.
• In collaboration with development team, establish new funds and campaign crediting guidelines. Work to ensure campaign reports are accurate for internal/external purposes.
• Support the Development Office’s role in school-wide audit process.
• Coordinate uploads to third party software such as Evertrue, and manage imports from NCOA and WealthEngine.
• Support development office events (such as Annual Auction, Class Day, Convocation, Graduation, Grandparents Day, Reunion, etc.).
• Set up events in the database, record attendees, and generate nametags and reports as needed.
• Support and staff events as needed.

General Responsibilities:

• Embody the Tenets of Staff Excellence at Holton-Arms School.
• Employ discretion and safeguard the confidentiality of departmental or office administration by exercising discretion in communicating information and handling of all departmental requests.
• Collaborate with development team members to accomplish the goals and objectives of the department.
• Participate in the creation of a written action plan that documents annual goals and objectives in development office and monitor progress throughout the year.
• Perform other duties as assigned.

Requirements

• Knowledge of gift processing and stewardship policies including IRS regulations governing contributions to 501(c)(3) organizations, regulatory compliance, and database administration.
• Bachelor’s Degree with 3+ year experience
• Experience with Veracross preferred.
• Ability to prioritize work and the flexibility to change directions as the job dictates.
• Ability to solve problems by selecting and applying commonly used procedures, precedents, and rules.
• Ability to work under pressure and maintain quality of detailed work while meeting deadlines.
• Experience working in complex environments with a high degree of organizational effectiveness and attention to detail.
• Ability to communicate effectively with various types of people in the office.
• Possesses superior communications skills (written and oral) to communicate directly with donors and external/internal stakeholders.

We offer a comprehensive benefit package with a competitive salary.

If interested, please send a cover letter and resume to:

Holton-Arms School, ATTN: HR
7303 River Road
Bethesda, MD 20817
Email: recruitment@holton-arms.edu or Fax: 301.767.2710