Job Details
The Advancement Services Associate reports directly to the Director of Database Management and will provide day-to-day support to the management of all donor information systems for The Agnes Irwin School Development office. The Agnes Irwin Development Office is a fast-paced, deadline-driven environment managing the school's fundraising campaigns, alumnae relations program, parent relations program, and various school events. This position will include gift processing and acknowledgements, data entry/import/extraction/integrity/reporting and analysis as well as other related activities. The Advancement Services Associate will work closely with the Agnes Irwin Business Office, Information Technology team, and Enrollment Management team to ensure the proper flow of information across the Agnes Irwin organization.
Reports To: Director of Database Management
Essential Responsibilities:
Systems Management
- Assist in overseeing the Raiser's Edge fundraising database of approximately 21,000+ constituent records. Maintaining data integrity, remaining up to date on all system updates, and working closely with gift officers to ensure data and actions collected from donors are recorded in their records.
- Support will include, but not be limited to, new student/ family imports, incoming/outgoing faculty & staff, obtaining and maintaining constituent mailing/email updates, and periodic audits of donor files and database records.
- Support the processing of entering gifts and pledges into the donor database, including employee payroll withdrawal, in-kind donations, event registrations, tributes, and all online giving; ensuring accuracy, integrity, and confidentiality.
- Provide additional support of gift and pledge entries that include employee payroll deductions, recurring gifts, Venmo account management, 3 rd party Matching Gift Organizations, 3 rd party Vendor during Day/Week of Giving Events, Donor Advised Fund/other gift transfers, in-kind donations, event registrations, tributes, and online giving.
- Ensure the generation of acknowledgments for all gifts entered within an appropriate timeframe.
- Assist with generating pledge reminders, work with gift officers on follow-up with donors, and conduct pledge review to ensure all monthly gifts have been reviewed/acknowledged.
- Manage the gift officer Opportunities program - audits pending opportunities, supports gift officers with timeline management of open asks, and attends bi-weekly major gift officer meetings.
- Strategize with team members to manage the production of scheduled and on-demand targeted mailing lists, and data pulls in a timely fashion for events, direct mail, email, and other communications campaigns.
Reporting Functions
- Support the Database Manager on routine reports to reflect the ongoing success and outcomes of all development efforts. Generate scheduled and on-demand reports in a timely fashion and anticipate reporting needs for key meetings including those of the Board of Trustees, Development Committee, and Alumnae Board.
- Assist with daily and monthly Business Office reports as well as fiscal year end auditor requests and National DASL report.
- Run reports and support the regular distribution of event data: invitation responses, ticket purchases, invoicing sponsorship pledges.
Other Duties
- Manage the creation of all nametags for special events
- Attend and assist with all Development Special Events (occasionally on weekends or evenings)
Qualifications:
- Bachelor's Degree is required
- Minimum 3-5 years of experience in a professional setting
- Experience in data management or related activity with proven accuracy and efficiency preferred
- Experience in relationship databases, Blackbaud Raiser's Edge fundraising database preferred
Skills, Abilities and Competencies Required:
- Ability to work independently in a self-directed manner and in collaboration with with a variety of other people/teams
- Able to handle multiple projects accurately and the ability to prioritize effectively
- Possesses strong attention to detail and accuracy
- Microsoft Office proficiency with an emphasis in Word, Excel, Google and competency in mail merges
- Able to work with and process information in an analytical fashion
- Demonstrated ability to use good judgment and to handle confidential information with a high level of sensitivity ensuring the privacy of donors and prospects
- Strong math and computer competency required
- Must have good written and verbal communication skills
- Maintains a high degree of professionalism
- Exceptional customer service skills
- Mature professional judgment
- Superior follow-through and ability to meet deadlines
- Strong organizational capabilities