Advancement Services and Database Manager, Tampa, FL

Marybeth Jewhurst

Founded in 1960, Berkeley Preparatory School is a co-educational, Episcopal affiliated, independent, college preparatory school with a current enrollment of 1,380 students in grades Pre-K through 12.
At Berkeley, we seek to educate the whole child by nurturing students’ intellectual, emotional, spiritual and physical development so they may attain their highest potential. We are also committed to providing an inclusive and diverse learning environment that encourages values and recognizes each student as a unique individual. Visit us at: http://www.berkeleyprep.org/teaching
Berkeley is located on a beautiful and well-equipped 86-acre campus, consisting of 29 state-of-the-art buildings. Our proud mascot is the Buccaneer. Graduates are well-rounded individuals who have learned the core values of discipline, diligence and integrity and excelled in the academic, co-curricular and character realms.
The Advancement Services and Database Manager is a full-time year round position reporting to the Director of Institutional Advancement.  Essential responsibilities of this position are to serve as the Office of Advancement data guardian, information systems manager and donor advocate.  This individual’s primary responsibility is to direct the gift entry, acknowledgement and reporting process as well as ensuring data integrity. 
The overall success of the Office of Institutional Advancement depends on teamwork and collaboration.  This position requires working closely with other members of the Advancement team as well as other departments within the school to ensure effective consistent application of data entry and gift recording processes; information systems management and financial reporting and research.
Essential Responsibilities
This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the position.  A more comprehensive description along with marginal duties and responsibilities will be reviewed and discussed upon invitation for interview.

• Oversee the school’s database to manage, input, extract, manipulate the information in our Raiser’s Edge CRM database to ensure that accurate and complete information is recorded and able to be extracted for knowledgeable and responsible reporting for the department and the school to fulfill strategic planning for all fundraising and stewardship activities for all constituents.
• Serve as liaison with the Business Office to provide accurate and timely accounting information regarding all donations and pledges to Berkeley to establish clear financial data balancing with the Director of Finance and the Accounting Manager.
• Work with the Technology Department to ensure proper systems updating and appropriate resolutions for connectivity and/or functionality issues.
• Contribute to the creation of processes and policies regarding the use and management of information contained or entered into the CRM.
• Act as the Raiser’s Edge software administrator and provide system security processes in granting user rights and maintaining passwords.
• Continually review updated and revised CRM data in Core (campus-wide database) and Paycor (Human Resources software) for implementation into Raiser’s Edge.
• Work as part of a two-person team to record and process incoming gifts according to General Accounting Guidelines.
• Using processes established by the Director of Finance, research, value, record and acknowledge gifts of stock.
• Research prospects using DonorSearch, real estate sites, and various other websites as identified and requested by Director of Advancement Director and Advancement Leadership Team as well as Headmaster or Board of Trustees.
• Create and maintain Dashboard reports to enhance and support all forms of donor cultivation, solicitation, retention, and stewardship.
• Research and initiate procedures for RE/NXT input that would enhance and further clarify data needed by the Department.
• Create queries and exports to design and generate reports and data files from the database for multiple departments, Board of Trustees, and various related committees including financial reports for the business office for monthly and fiscal year balancing and audit procedures.
•  Coordinate with the Business Office Accounting Manager to balance the cash receipts and cash flow from pledge payments on a monthly and fiscal year-end basis as well as participate in the end-of-year financial audit.
• Provide end-of-year giving letters to constituents for tax purposes as requested.
• Extract, compile and manipulate data for national independent surveys in which the school participates.
• Extract, compile and manipulate data for publications as requested.
• Facilitate the implementation of the Berkeley Fund campaign including preparing the data for solicitation mailings to all constituencies, input and proper crediting of donations, preparing deposits, and reporting and preparing pledge reminders, and setting up and maintaining payroll deduction processing.
• Maintain Google docs and/or sheets where shared data needs to be accessed by others.
• Continually evaluate updated software modules and data processes to enhance the information system as well as integrate any other software packages into department usage. Attend user group meetings and regional trainings and participate in webinars to further knowledge of data processes and best practices and communicate that knowledge to the team.
• Support Advancement, Berkeley Fund and Alumni Office fundraising and social events which might require evenings and weekends.
• Engage fully in the life of the school.

• Participates in planning meetings, accepting special assignments, assisting colleagues and providing support for all ongoing programs and operations as needed.

Qualifications, Job Knowledge, Skills, and Abilities

• Bachelor’s degree is preferred
• A minimum of five years of experience in a similar position preferred
• Knowledge of development software (preferably Raiser’s Edge) and a broad understanding of the technological tools available to support the work of an Advancement office
• Extremely well organized, detail-oriented individual who has a high energy level together with an accompanying sense of urgency
• Bright, hardworking and enthusiastic with a serious commitment to excellence
• Industrious, independent-minded and determined, with a drive to achieve results
• Ability to multi-task and balance competing priorities

Compensation and Benefits
The appointment is a full-time, year-round, position with full benefits. The compensation package will be very competitive nationally and commensurate with experience, degree attainment and the national independent school and college markets.

Interested Persons Contact:
Emilly Lasley
Hiring Manager
Berkeley Preparatory School
813-885-1673 x 2225
lasleemi@berkeleyprep.org
All inquiries and nominations are kept confidential.

Berkeley Preparatory School does not discriminate on the basis of age, gender, religion, race, color, sexual orientation, gender identity, genetic information, disability, or national or ancestral origin in the administration of its educational policies, scholarship and loan programs, athletic and other School-administered programs, or in the administration of its hiring and employment practices. The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.