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  Sample job descriptions and job description tips. Employment

 Database Coordinator

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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 Offices.

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 of donors.
  • 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 report output.
  • 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 information.
  • 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 accounts.
  • 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.

Other Duties:

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 database.
  • Knowledge of Crystal Report Writer strongly preferred.
  • Development or fund-raising office work experience.
  • 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.
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