The Database Coordinator (DC) first and
foremost serves as a member of the Office of External Affairs for the
overall purpose of cultivation, recognition and solicitation of the
institution's various constituencies.
The role of the Systems Administrator is to provide information, support
and services to advance the fundraising and
community support building mission of the Development and Alumni/ae
The DC's primary responsibilities are to serve as a report writer for
the Office of External Affairs using Report Writing Tools, oversee the
fundraising database, provide desktop support to office staff, perform
data entry, assist in training of new users, and document office
specific database and reporting procedures for use in training.
Specific duties include:
- Report Writing: Develop data base
reports & queries that will provide information as required by
development staff in the cultivation, solicitation and stewardship
- Generate Annual Fund financial
reports, Capital/Campaign tracking reports, Alumni/ae mailing
lists, labels, etc.
- Work with staff to determine time
deadlines, data entry that needs to be done prior to the report, and
- Database Management: Oversee
database of approximately 15,000 records to ensure that the database
is up to date and accurate.
- Process new data or changes to
existing information regarding address, employment, marital status,
relationships, education, etc. from various sources such as the
Registrar's Office, alumni/ae and parent surveys,
letters and returned mail, email and/or the website, and phone
calls; research and verify this information via phone calls, email
and Internet searches and update the database with all verified new
- Coordinate ongoing or cyclical data
base projects, such as adding the new families, coding survey
information, updating new graduates, student withdrawals, etc.
- Maintain appropriate procedures,
processes and policies that efficiently enhance data integrity
including maintaining system security and accessibility through user
- Create monthly reports to identify
errors and supervise the correction of the data.
- Develop procedures and benchmark
data base cleanup projects, such as updating addresses/records,
reports, finding lost alumni, identifying duplicate records, student
withdrawals, new donor records, etc.
- Perform data backup and recovery.
- Perform data preparation for mailing
houses, data exports and imports.
- Assist in training of new users
using documented procedures.
- Desktop Support: Provide first line
of technical support for 14-15 person Development Office including
troubleshooting minor technical difficulties relating to
workstations, access to and use of the database, passwords,
start-up, keyboards, printers, etc.
- Perform network administrative
functions in conjunction with school-wide Information Technology
Department related to, backup, security management, email systems
including web server, and internet access.
- Coordinate with school-wide
Information Technology Department to support server, network and
desktop hardware, software and applications.
Serve as liaison with the school's
Information Technology Department on issues relating to the school-wide
network, servers, email and other systems, including working with the
Director of Technology, outside vendors and consultants to purchase,
install and upgrade software and hardware to meet the needs of the
Office of External Affairs.
Stay abreast of peer technology tools,
data management, and integrity procedures and methods and present
information to staff when changes can be made to improve our systems.
Assist in preparation of mailings.
Participate in Office of External Affairs
events and functions as needed.
Skills and Competencies:
- Bachelor's degree.
- Proficiency in Microsoft Word,
Excel, and Access including a working knowledge of querying and
reporting from databases.
- Familiarity with a fundraising
- Knowledge of Crystal Report Writer
- Development or fund-raising office
- Attention to detail and strong
interpersonal, communication, training, and organizational skills
required, as is the ability to work effectively in a team.
- Experience as first line of office
computer support within a Windows environment.