Advancement Services Manager - St. Margaret's Episcopal School (San Juan Capistrano, CA)

Ryan Haworth
Ryan Haworth
Third Anniversary Facilitator 1
in Jobs Board

Please apply at

Position Objectives:

The Advancement Services Manager is directly responsible for the comprehensive management of the donor relational database (Raiser’s Edge) and its interactions with the Blackbaud CORE. This includes backend support for maintaining the workflow for gift processing and acknowledgements; the coordination of data for prospecting operations; and for reporting and data analysis.

Essential Duties and Responsibilities - Database Management:

  1. Manage the operation, maintenance, data input, data integrity and accuracy of all records for the Raiser’s Edge constituent management system.
  2. Function as liaison between advancement and institutional technology, ensuring the coordination of efforts and timely transfer of all record data according to established institutional timeframe.
  3. In coordination with institutional technology, manage data imports into Raiser’s Edge; and collaborate with other offices to obtain data for periodic updates (i.e.: admissions, HR, etc.)
  4. Coordinate periodic training of all advancement staff on current and new applications of Raiser’s Edge as needed.
  5. Oversee and manage the production of all data for the annual reporting purposes
  6. Prepare and submit all advancement industry surveys such as CASE, JRPO, NAIS, INDEX, etc.
  7. Develop database reports and provide data analysis on donor prospects for annual fund, campaign, gifts, constituencies, actions, and other purposes as needed on a weekly, bi-weekly and monthly basis.
    1. Make recommendations for ways to best capture data, so it can be efficiently and effectively reported out of the database system.
    2. Oversee the creation of briefing sheets on attendees at school events for the head of school, key volunteers and executive director of advancement and other advancement staff.
  8. Generate all mailing lists for direct mail appeals, school publications, event invitations, etc.
  9. Generate phonathon forms and pledge reminders for Annual Fund and provide weekly reports to director of annual giving and volunteer team.
  10. Work closely with the advancement team to coordinate necessary stewardship and donor relations activities.
  11. Prioritize and accommodate competing requests for data and reports according to established priorities.
  12. Perform all functions with a high degree of accuracy and confidentiality.
  13. Analyzes, develops, tests and implements any custom programming requests to Blackbaud using the Raiser’s Edge System, for features not available, as directed by Advancement Office management.

Gift Processing and Acknowledgments

  1. Ensure adherence to IRS gift policies, acknowledgment data requirements and CASE Campaign Reporting standards for gift acceptance and reporting.
  2. Supports gift entry and acknowledgement letter workflow in the time period set by the school’s policy and serve as primary backup for gift entry during high-volume periods and as needed.
  3. Supports the online giving portal, Online Express.

Prospect Management

  1. Manages prospect management dataflow
    1. Develop comprehensive system for tracking donor engagement activities, readiness stages, ask amount ranges, proposals and outcomes, stewardship steps and contact reports for major gift prospects.
    2. Supports the identification, research, and tracking of major-gift prospects, the coordination for day-to-day prospecting operations
    3. Coordinate the import of wealth assessment data in collaboration with office of institutional technology.
  2. Works closely with the executive director of advancement to track steps in the donor cultivation cycle, assign readiness stages and future touch points as part of coordinated strategies for top prospects.
  3. Track prospect pool and provide necessary reports for gift officers, the head of school and key volunteers, moving prospects through the cultivation, solicitation and stewardship stages.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The activity level in the work environment can be very high at peak times, and is characterized by potential interruptions due to customer service – including walk-ins and telephone calls. The noise level in the environment is usually low.

Other

Demonstration of integrity, positive attitude, diplomacy, tact, courtesy and a sense of humor.

Ability to keep all information confidential and interact with parents, donors, and professional community in a discreet and confidential manner; Must be comfortable with individuals from diverse social and economic backgrounds.

Education and/or Experience:

  • Bachelor degree or equivalent combination of training and experience.
  • Minimum of five years’ related professional experience working with multiple priorities.
  • Must have exceptional interpersonal, communications, and planning skills with a proven ability to see the “big picture” while attending to detail.
  • Proven ability to exercise reasoned independent judgment while adhering to standard practices and policies.
  • Knowledge of basic accounting, IRS and CASE regulations for gift acceptance preferred.
  • Work with minimal supervision and direction.
  • Work effectively with others and support organizational goals.
  • St. Margaret’s requires all employees to be fully vaccinated against COVID-19 per applicable law.

Clerical Skills

  • Advanced computer skills and knowledge of all MS office products, including Excel, and database systems.
  • Knowledge of Raiser’s Edge, ResearchPoint, Online Express or other donor management software/relational databases highly desired.
  • Strong preference given to candidates with prospect research or advancement experience
  • Ability to produce high-quality reports and other documents for public presentations, including Power Point;
  • Very strong writing, editing and proof-reading skills are required; basic knowledge of budgets and non-profit management highly desirable.

Language Skills:

  • Exceptional communication skills, as well as strong interpersonal skills are required. The ability to listen attentively and provide solutions, write reports that conform to prescribed style and format is essential, as is the ability to effectively present information to senior management, high-level donors, and Capital Campaign volunteers.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions. The ability to interpret an extensive variety of data and deal with several abstract and concrete variables in the course of day-to-day activities is important. A proven ability to make good judgment decisions in a dynamic, fast-moving environment and the ability to multi-task with time sensitive deadlines are essential skills required in this position.

Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please apply at

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