Fundraising Database Coordinator

Job Description

Fundraising Database Coordinator

Overview

Albany Academy is an independent Pre-K through Grade 12 school in Albany, New York, which fosters intellectual curiosity, critical thinking, and strong character in each student.

At the heart of our school is a passionate and highly skilled faculty, deeply committed to the academic, social, and emotional development of every student. Our educators go beyond classroom instruction—they serve as mentors, role models, and advocates who support the growth of the whole child. Through small class sizes and individualized attention, they challenge students with a rigorous, engaging curriculum while nurturing confidence, creativity, and resilience.

Job Title:                           Fundraising Database Coordinator

Department:                Institutional Advancement

Reports To:                    Assistant Director, Annual Fund and Stewardship

Position Summary

The Fundraising Database Coordinator plays a key role in supporting the day-to-day operations of the Office of Institutional Advancement. This position is primarily responsible for maintaining the integrity and accuracy of data in the Raiser’s Edge database, processing all charitable gifts, and supporting various administrative functions that ensure the success of the school's fundraising and donor engagement efforts.

This role requires strong attention to detail, excellent organizational skills, and a customer service mindset. The ideal candidate is a collaborative team player who thrives in a fast-paced environment and is committed to advancing the mission of Albany Academy.

Key Responsibilities

Database & Gift Processing

• Accurately process and enter all charitable donations into the Raiser’s Edge database
• Generate timely and accurate donor acknowledgements and tax receipts
• Execute weekly gift reconciliation reports in collaboration with the Business Office
• Maintain up-to-date and clean constituent records, including contact information and giving history
• Create, export, and manage database queries, lists, and reports to support fundraising and engagement initiatives

Administrative & Office Support

• Serve as the first point of contact for the Institutional Advancement Office, greeting visitors and handling incoming phone calls with professionalism and warmth
• Manage the flow of incoming and outgoing mail
• Monitor and maintain office supply inventory
• Provide administrative support for advancement events, campaigns, and projects as needed

Qualifications

Education:

• Bachelor’s degree in business administration or a related field preferred

Experience & Skills:

• Minimum of 5 years of relational database & administrative experience, preferably in a non-profit, educational, or fundraising environment
  • Proficiency in relational database systems; Raiser’s Edge strongly preferred
    • Demonstrated ability to:
      • Build and run complex queries
      • Import and export data
      • Create and interpret analytical reports
  • Highly proficient with Microsoft Office Suite, particularly Word and Excel
    • • Sort data
      • Write formulas
      • Create tables and reports
      • Create and execute mail merges
      • Excellent proofreading and editing skills

• Familiarity with basic accounting principles and financial reconciliation
• Strong attention to detail and organizational skills
• Excellent interpersonal and communication abilities
• Ability to maintain confidentiality and demonstrate sound judgment

Characteristics

• Able to keep track of multiple tasks and concurrent projects
• Articulate communicator, both written and verbal
• Strong attention to detail
• Highly organized
• Work independently and as a team player as needed
• Flexible and able to pivot
• Inspired by the mission of the school and the Institutional Advancement Department

Status – Full-Time - 12-month position, Occasional night and weekend hours

Working Environment & Physical Requirements

• Generally, the role is conducted in a heated and cooled office environment
• Most of the work can be done sitting
• Routinely move about inside the building and occasionally outside from building to building
• Frequent interaction with others through speaking, listening, and typing
• Ability to operate office equipment including computers, printers, and copiers.

Salary : $54,000 - $59,000