Donor Relations and Database Manager at K-12 School in St. Pete, FL

Adrianne Finley Odell

Come join a great Advancement Team at Shorecrest Preparatory School in St. Petersburg, FL.  St. Pete is a great place to live and work and Shorecrest is a fantastic school with dedicated faculty, wonderful staff, hard working students and in a supportive community!  This position will start in early January to provide some overlap time between our current and new Donor Relations and Database Manager.



 

FLSA Classification: Nonexempt

Reports To: Director of Advancement

Position Purpose: Manages various databases in the Advancement Office.

 

Essential Functions

• Management of the BlackBaud Raiser’s Edge donor database and donor recognition/stewardship, ensuring integrity of all criteria entered for each record.
• Receives all checks for confirmation against pledges for both Annual Fund and Capital Campaign, as well as restricted gifts, Friends of the Library, Gifts in Kind, gifts in-honor of and matching gifts.
• Responsible for recording all pledge and gift information for Annual Fund (including Shorecrest Business Partners), Capital Campaign, restricted contributions, and event fundraising where a portion of the event fee is tax-deductible.
• Responsible for monitoring pledge payment process, including generation of reminder notices and past-due pledge reports, tracking of receivables and securing fulfillment terms.
• Timely generation of gift acknowledgement receipts, thank you letters and other forms of acknowledgement as required.
• Communicate with donors to clarify terms and conditions of gifts when none are stated.
• Informs Director of pledges which lapse and need Director’s assistance.
• Preparation of deposits for the Business Office.
• Matching Gifts: Processing of company matching gifts and tracking through fulfillment
• Prepares specialty reports, queries, donor profiles, donor/prospect lists and mailing lists and provides analysis needed by Director or Advancement Office efforts.
• Generate status reports for daily, monthly and yearly progress maintaining historical data for YTD comparisons.
• Prepares monthly reports from BlackBaud donor database for reporting to Advancement Committee, Capital Campaign Committee, Board of Trustees, and others as requested.
• Donor Recognition: Updates donor recognition lists, plaques, and donor walls as needed and directed by board policy, including donor plaques for named gifts as part of a campaign.
• Policies and Procedures:  Identifies policies, which need clarification and further stipulation in order to maintain clear gift acceptance, and donor recognition policies.
• Responsible for maintaining accuracy of donor data, transmission of data to the Business Office, and reconciliation with the Business Office on a regular basis.
• Works with Business Office on audit requirements/ tasks on an annual basis.
• Maintains work instructions based upon implementation of new procedures and policies.
• Reconciles stock transfer activity with brokerage firm in order to provide proper gift receipts.
• Provides support in preparation for and execution of events as required.

Qualifications

• Must be extremely well organized, able to change work focus quickly and constantly throughout the day. 
• Exceptional people skills a must. 
• Phone etiquette and professional personal presentation top priority. 
• Ability to communicate effectively with all constituents in a school environment.
• Able to handle many demands simultaneously and determine priorities with minimal supervision.
• Confidentiality critical in this position. 
• Ability to apply common sense understanding and to carry out instructions furnished in written or oral form.
• Proven proficiency in database applications - Raisers Edge preferred, as well as Word and Excel.
• Ability to use basic office equipment.
• High school diploma or GED and a minimum of three years experience in a similar position or an equivalent school administrative support position.

Physical Requirements and Work Environment

• Regularly sit, talk, hear and interact with students, parents, staff and visitors. 
• Be able to occasionally lift up to 30 lbs.
• Regularly use close and distance vision.
• Work at a desk and computer screen for extended periods of time.
• Turn, bend, reach and occasionally use a ladder.
• Work in a traditional climate controlled office environment. 
• Exceptions will be occasional weekend or evening duties for special events. 
• The Office of Advancement maintains a 12-month work schedule.

Interested candidates should submit a letter of interest, resume, and at least three professional references to Adrianne Finley Odell, Assistant Head of School via email afinleyodell@shorecrest.org.