CCA Fort Lauderdale - Advancement Database Specialist

Position Description

JOB TITLE: Advancement Database Specialist

DEPARTMENT: Technology

REPORTS TO: School Database Manager

STATUS: Hourly Non-Exempt - 12 month

HOURS: Full Time (40hrs)

LOCATION: Calvary Christian Academy

_______________________________________________________________________________

At Calvary Christian Academy, a ministry of Calvary Chapel, we are a community of Christian Believers who exist to make disciples of Jesus Christ through a biblical school environment that prepares students to glorify God spiritually, academically, and socially. Our vision is to reach our community and change our world. As a Minister and staff members, it is not only what we do, it is also who we are.

Purpose Statement:

The primary purpose of this position is to support the Advancement office activities, specifically as the Advancement Database Specialist. This role plays a crucial technical part in the Advancement Department’s daily operations, which includes data processing for general donations, the annual fund, and capital campaign, while also ensuring that the advancement database is healthy and structured to best support the advancement department’s objectives. The person in this role is well-versed in Blackbaud Raiser’s Edge and Raiser’s Edge NXT or similar database software. They should have strong analytical and data analysis skills. They should also have the ability to produce easy-to-read queries/reports and maintain database integrity/confidentiality. Our team player will also provide support for other areas of the school at the direction of the School Database Manager.

Scope:

This person helps plan, coordinate, and provide data support for the school’s Auction, Eagle-Thon, and other fundraisers, and also helps with the Capital Giving Campaign. The data administration of a comprehensive advancement program and understanding of the Advancement Team’s data needs are essential in this role. Efficient administration of tasks and functions vital to the program is also essential.

Specific Responsibilities:

• Manage all aspects of Raiser’s Edge database view and webview (NXT), including data accuracy, updates, and corrections
• Produce all queries, reports, and lists needed by development officers in an easy-to-read manner
• Provide monthly status reports on the annual fund, capital campaign, and all event program giving
• Manage spreadsheets and records for all Advancement events
• Maintain data integrity, clean up inconsistent data, and tune-up database performance across a wide range of data structures
• Manage data connections and transfers between Raiser’s Edge and other external systems as needed
• Maintain documentation of database structures, queries, and reports
• Research ways to improve efficiencies for current data management processes and advise the Advancement team on better ways to leverage their software platform
• As time allows, provide support on other data projects as assigned by the School Database Manager
• Provide emails to the Director of Advancement in a timely way to notify them of incoming donations
• Respond to donor inquiries and emails in a timely manner
• Assist donors with questions or completing their donations, including employee deductions for donations like the annual fund or pledges for a capital campaign
  
  
  

Gift Entry, Acknowledgments & Reconciliation:

• Receive and enter all gifts into the appropriate accounts/funds in RE; manage check, credit card, and online donation processes
• Process recurring gifts
• Produce acknowledgment letters/tax receipts while checking for grammatical/typographical mistakes and knowledge of practical tax receipting protocol
• Send end-of-year giving tax receipts
• Manage the department’s electronic donation files
• Generate pledge reminders for the Annual Fund, Auction, Eagle-Thon, Capital Campaign and any other funds
• Reconcile monthly with the Finance Department: convey all cash, checks, and credit card donations to the Accounting Department in a timely manner
• Provide reports and other data to the Accounting Department in compliance with IRS requirements
• Make cash/check deposits as needed in collaboration with Advancement and Accounting Departments
• Reconcile department credit card monthly
  
  
  

Other Duties, Special Projects, and Events:

• Help coordinate events, dinners, and other fundraising programs with Advancement
• Build forms and keep up with Blackbaud Raiser’s Edge database tasks
• Be able to learn and manage other programs as needed
• This position does occasionally require travel and outside time for attendance at advancement events
• Other duties as assigned.
• Must be able to lift 40 lbs
  
  
  

Qualifications/Skills/Gifts:

• Strong commitment to Jesus Christ and His Word
• Strong commitment to the mission of Calvary Chapel as well as the educational philosophy of Calvary Christian Academy
• Experience with analytical data analysis
• Bachelor's degree (preferred)
• Knowledge of tax laws (preferred)
• Excellent interpersonal skills for relating effectively with constituents and school staff
• Excellent written and oral communication skills that are effective with a diverse range of audiences including parents, donors, internal staff, and leadership teams
• Strong administrative skills and experience
• Communication, management, and organizational skills
• Gifts of administration and discernment
• Excellent phone skills
• Excellent time management skills
• Superb ability to handle multiple tasks concurrently
• Trusted and able to handle confidential information