Database, Research and Gifts Manager

Job Type

Full Time


Details: Salary is competitive



Start Date


Application Deadline



New York
New York
United States


The Calhoun School, a leading progressive, independent, co-educational day school in Manhattan, seeks a full time permanent Database, Research and Gifts Manager for the Office of Development and Alumni Relations, to begin in December, 2018.


Calhoun is a vibrant, progressive independent school on Manhattan's Upper West Side with a mission to inspire a passion for learning that values intellectual pursuit, creativity, diversity and community involvement. The school seeks to recruit, hire and support a diverse staff that represents the rich portraiture that characterizes the population of New York.


Reporting to the Associate Director of Development, the Database, Research and Gifts Manager is responsible for overseeing the Development Office Raiser’s Edge database. They are exceedingly detailed-oriented and meticulous in providing clean and accurate data reports and are charged with accurately processing and acknowledging all gifts and supporting the Development team’s data exporting and importing needs, reporting on gifts for Business Office review, assisting in account reconciliation, and producing analytical reports as to the status of various fundraising efforts. As a member of the School’s dynamic Development team, the person in this position must also be able to help the staff develop appropriate and effective ways to track prospective donors – gift capacity, affiliations and interests.


They will ensure that records are well-maintained and up-to-date, and will collaborate with Development program managers and directors to identify ways that they can most effectively use the database and its reporting system to support their roles.


Essential Responsibilities and Functions

  • Manage daily office procedures including gift accounting, gift acknowledgment, reporting, and data management and maintenance in support of the Annual Fund, Annual Benefit, and Endowment
  • Support managers and directors of various Development Office programs (Annual Fund, Alumni Relations, Annual Benefit, Major Gifts and Special Events) to provide accurate and properly formatted data reports, analyze data, manage event data and support production of the annual Giving Report data
  • Create prospect reports in support of development programs
  • Support the development team in its moves management program
  • Revamp our current matching gift program
  • Work to assess the data tools and software needed for a successful office
  • During Benefit season, manage online event sales and processing all monetary gifts to the event, including but not limited to Corporate Sponsorships, Tickets, Underwriting and Auction purchases. Oversee the Benefit database, migrate the data to Raiser’s Edge and produce weekly reports for the Associate Director of Development during the Benefit season. Complete data reconciliation at conclusion of benefit.
  • Ensure pledges are recorded properly and support team in preparation of monthly pledge reminder emails
  • Provide support to phonathons including preparing tracking spreadsheets and importing results into Raiser’s Edge
  • Act as Development Office liaison for other offices and departments as needed; ensure RE data workflows and processes are properly maintained and accurate
  • Perform periodic maintenance to ensure that data is up-to-date, accurate, de-duplicated and that best practices are being implemented and documented
  • Perform other duties as assigned by the Director of Development or the Associate Director of Development


Success Factors and Job Competencies

  • Outstanding attention to detail and time management skills, including the ability to organize, manage and prioritize multiple projects simultaneously
  • Strong team player and community member
  • Ability to think ahead and plan over a 1-3-year span
  • Commitment to progressive education values

Required Qualifications

  • Bachelor’s Degree
  • Strong proficiency with Raiser’s Edge or comparable CRM
  • Strong proficiency in MS Office programs, especially Excel
  • Ability to organize and complete multiple tasks simultaneously with close attention to detail and prioritization to meet deadlines
  • Ability to work independently and see tasks through completion in a fast-paced, sometimes loud and open office environment
  • Excellent interpersonal and written/verbal communication skills
  • Prior Development experience
  • High professional and ethical standards for handling confidential information and maintaining integrity of data and reports
  • Track record of demonstrating initiative
  • Ability to work evenings as needed
  • Leads from a place of inclusivity and community


Desired Qualifications

  • Creativity in problem solving
  • Experience or training in fundraising software, auction databases and online marketing platforms
  • Experience in an independent school / non-profit setting


Physical Demands/ Work Requirements

The Calhoun Development Office is located on the third floor of a five-floor walk-up townhouse. Position may require occasional travel between two buildings within nine blocks of one another.


Commitment to Diversity Work

Calhoun is committed to addressing issues of social justice, diversity, equity, and anti-bias education in our curriculum and in our community. Employees must be willing learners and participants in supporting this work.

Calhoun is committed to recruiting, hiring and supporting a diverse staff and welcomes applicants of all gender, sexuality, religious, ethnic, racial and cultural identities. Calhoun does not unlawfully discriminate in employment opportunities or practices on the basis of one’s actual or perceived race; color; religion; sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin; ancestry; age; disability.


Competitive salary and excellent benefits, including generous vacation time, and opportunity to enroll in medical, dental and vision coverage, 403(b) contributions with employer match, among others.

Level of Language Proficiency

Excellent proficiency and command of English is required.

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

Visit the Calhoun School's Employment Page to apply. Candidates should submit the following materials with their application:

  • Cover letter
  • Resume
  • Writing sample
  • Three references