Office Coordinator and Database Manager - Paul Smith's College

Position: Office Coordinator and Database Manager

Status: Full-time, 12-month, Exempt Staff

Department: College Advancement

Reports to: Vice President, College Advancement

Salary: $24.00-$27.00/hour

Description:

The Office Coordinator and Database Manager is primarily responsible for supporting the function’s daily operations as well as managing the College’s donor database. The position will help manage key office functions, including conducting prospect research and advancement services, supporting the administration of annual and membership appeals and major gifts activities, and overseeing all gifts recording and acknowledgments. This role will also often be the function’s first contact with stakeholders, from answering phones to managing email and website queries.

Duties & Responsibilities:

• Manage all data through Raiser’s Edge, create queries and reports, export mail merges and mailing lists.
• Process all gifts and pledges and produce related correspondence for acknowledgement and accounting to maintain accurate financial information on donor gifts.
• Maintain records of all gift transactions, gift acknowledgements, and reply forms.
• Perform data entry and manage information on donors and prospects. Maintain information provided through research and personal contact by staff in the records and database systems ensuring accurate information is maintained about relationships with donors. Import and manage lists as needed.
• Responsible for the day-to-day operation, design, scheduling, and quality control of reporting processed through Raiser’s Edge, including monthly reports to track annual fund and membership progress.
• Coordinate, design, and maintain regular reports and dashboards for prospect management, gift reports, and statistical analysis of routine and requested reports.
• Conduct database administration by updating systems for efficient acquisition, application, and maintenance of data.
• Assist the Director of Annual Giving by providing data points to establish data-driven fundraising goals, objectives, strategies, schedules, and analysis of results for each element of the annual giving program.
• Assist the Director of Major Gifts and Initiatives by manipulating donor data to prepare sophisticated segmentation of direct marketing and donor target lists, ensuring high personalization while maintaining data integrity.
• Prepare and send membership and annual fund letters and electronic solicitations, including renewals, lapsed renewals, and acquisitions.
• Manage and process online donations and event registrations.
• Attend department and campus-wide meetings. Attend events and programs for students, alumni, parents, trustees, and friends. Limited night and weekend work may be required, especially during Advancement events, Board of Trustee meetings, Commencement, and Reunion.
• Assist with special events which may require some travel.
• Provide support for events and event follow-up as assigned.
• Duties as assigned from time to time.

Qualifications and Preferences:

• Associate’s degree or comparable education and work experience required.
• Bachelor’s degree preferred.
• 2+ years’ experience in a non-profit setting or fundraising environment.
• Strong proficiency with Raiser’s Edge and Microsoft Office 365 Suite required (Excel & Word).
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to multi-task, be flexible, diplomatic, and open-minded.
• Ability to work productively with deadlines.
• Self-starter, problem solver, highly detail-oriented, and capable of working independently.
• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community.

Paul Smith’s College values diversity in the College community and seeks to assure equal opportunity through its continued Affirmative Action program. EOE/AA/M/F/D/V