Advancement Data Systems Administrator

DESCRIPTION

Woodlynde School seeks an Advancement Data Systems Administrator (ADSA). This new position will play a vital role in supporting our Advancement Department, which oversees admissions, fundraising, marketing, and communications for the school.

The ADSA is responsible for maintaining and continuously improving upon the accuracy, efficiency, consistency, and comprehensiveness of all data entered and residing in Blackbaud Enrollment Management, Raiser’s Edge, and associated relational databases. The ADSA provides support to the Director of Enrollment Management and Tuition Assistance in meeting yearly enrollment goals by coding and tracking prospects’ pre-application engagement and post-application progress. Additionally, they provide support to the Chief Advancement Officer and Director of Annual Giving and Events in campaign and annual fundraising efforts by generating lists, maintaining a moves management system in Raiser’s Edge, and processing philanthropic gifts received by the school. Across admissions and fundraising, the ADSA will analyze data and multi-year trends to report achievement, support programs, answer questions raised by the team and Board of Trustees and inform decision making.

The ADSA reports to the Chief Advancement Officer.

PRIMARY RESPONSIBILITIES

Data Management

• Oversee the maintenance of constituent data that flows into Excel-based tracking documents, Blackbaud Enrollment Management, and Blackbaud Raiser’s Edge from a wide range of collection sources including online inquiry forms, phone calls and referrals, admissions applications, gifts by mail, web-based donation forms, alumni updates, returned mail, event registrations, college counseling, and the business office to ensure compliance with established best practices and procedures.
• Import new and update existing constituent data for students, alumni, parents, grandparents, and colleagues each summer as part of the rollover process and for newly enrolled students and parents throughout the calendar year.
• Enter and manage the collection of cash donations, recurring gifts, matching gifts, gifts of stock/appreciated securities, payroll deduction gifts, pledges, purpose-restricted gifts, gift-in-kind contributions, and write-offs.
• Clean up data, including but not limited to duplicate records analysis, attribute/table refinement, fund tracking and fund relationship, pledges and pledge payments, and improvement of mail merge forms.
• Generate gift acknowledgment letters/gift receipts, pledge/payment reminders, acceptance letters/packets, paying particular attention to timeliness of response and, where appropriate, the need for personalization.
•  Scan and file information related to giving and admissions in accordance with applicable data privacy policies.
• Complete annual data reporting connected with the 990, annual surveys for NAIS, PAIS, PAISBOA, and other partner organizations, and EITC/OSTC programs.

Reporting and Analysis

•  Conduct weekly audits of admissions pipeline data and collaborate with the Director of Enrollment Management and Tuition Assistance to effectively prioritize time allocated for email outreach, phone calls, meetings, and tours, assisting with calendar management as needed.
• Track admissions file completion, timely decision notification, and re-enrollment confirmations.
• Produce monthly reporting on admissions funnel progress under the supervision of the Director of Enrollment Management and Tuition Assistance for the Advancement Committee and the Board of Trustees.
• Generate lists for all fundraising appeals, annual giving reports, and auditing.
• Create and distribute monthly cash reports that clearly indicate prospect activity to inform the Chief Advancement Officer and Director of Annual Giving and Events of activity within their portfolios.
• Oversee daily, monthly, and yearly reporting to reconcile Advancement records against Finance, assisting with audit requests as needed.
• Produce quarterly gift reports on annual, event, EITC/OSTC, and restricted giving achievement under the supervision of the Chief Advancement Officer for the Advancement Committee and the Board of Trustees.
• Prepare clear, concise, and compelling tables and charts using Crystal Reports or Microsoft Excel to effectively communicate data and its analysis in presentations.
• Assist in the identification and collection of internal and external statistics related to admissions and giving for use in comparative analyses and departmental goal setting.

Prospect Management

• Identify new giving prospects for research and assignment and conduct supplementary research upon request.
• Maintain moves management tracking in Raiser’s Edge for major giving prospects.
• Facilitate giving and board prospect review meetings by pulling prospect lists and pipeline reports.
• Ensure records of conversations/call reports are added to Raiser’s Edge in a timely manner.

Administrative

• Collaborate with the Advancement team on developing best practices for and ensuring compliance with data hygiene across the school’s systems to ensure accuracy and fidelity.
• Participate actively in Advancement staff meetings, admissions and fundraising events, and the life of the school, including some night and weekend hours.
• Other duties as assigned.

LEADERSHIP AND PERSONAL QUALITIES

• Commitment to mission-driven work.
• Systems-oriented strategic thinker and problem solver who is driven by curiosity and demonstrates a commitment to continuous improvement.
• Natural collaborator with the ability to work within and across functions to achieve results.
• Strong written and verbal communication skills.
• Excellent organizational skills and an attention to detail.
• Honesty, integrity, and confidentiality in all aspects of the role.

PROFESSIONAL QUALIFICATIONS

• Associate’s/bachelor’s degree      
• Advanced knowledge of Microsoft Excel and Microsoft Office Suite
• Fluency with relational databases/CRMs, data analysis, and reporting
• Proficiency in Blackbaud products, including Enrollment Management and Raiser’s Edge, preferred
• Successful past experiences in fundraising operations, data systems management, and/or school admissions
• Samples of clear, compelling spreadsheets, tables, charts, etc. used for reporting a plus

Position begins July 1, 2024 or earlier.

TO APPLY:

Interested candidates should submit a cover letter and resume to Pamela Lasco,

Executive Assistant to the Head of School, at lascop@woodlynde.org.

MISSION STATEMENT

Woodlynde School welcomes and serves students who learn differently and empowers them to become strategic thinkers and self-advocates in a challenging and supportive college preparatory environment. 

DIVERSITY STATEMENT

Woodlynde School is committed to fostering, cultivating, and preserving a culture of diversity and inclusion in order that its students and employees achieve their full potential. 

We believe that everyone’s unique life experience and background adds valuable perspective to our community and that our community is stronger because of the differences represented by our students, colleagues, and families.  We embrace community members of different backgrounds and do not discriminate against employees or students on the basis of race, color, creed, ancestry, national origin, sex, age, religion, or disability.