Advancement Data Coordinator

Advancement Data Coordinator

Position Summary

The Advancement Data Coordinator is responsible for managing the Academy’s gift processing, acknowledgement letters, management of the donor database, prospect tracking, and creation and production of reports and dashboards, ensuring that the Advancement department operates with accurate, organized, and actionable information.  This position reports to the Director of Development & Alumnae Engagement.  

This role plays a critical behind-the-scenes function by maintaining data integrity, supporting donor identification and tracking, and producing clear reports that guide fundraising strategy. The Advancement Data Coordinator works closely with the Director and team to ensure that outreach, engagement, and solicitation efforts are informed, timely, and aligned with revenue goals.

This is a 12-month position aligned with the academic calendar and event cycle.

Essential Duties and Responsibilities

Gift Processing and Acknowledgement

•  Ensure that all gifts to the Academy and the Foundation are properly and accurately recorded and receipted.
•  Prepare acknowledgement letters and ensure that they are sent promptly
•  Prepare and distribute year end giving summaries
•  Provide donor lists as requested and maintain accurate records of giving societies and other donor recognition listings.  

Database Management &  Data Integrity

•  Maintain and manage the Academy’s donor database (CRM), ensuring accuracy, completeness, and consistency of records
•  Enter and update donor, alumnae, parent, and prospect information in a timely manner
•  Establish and enforce data standards and best practices across the department
•  Perform regular data audits and cleanup to ensure reliability of information 
•  Work with other Academy staff to ensure successful migration of records from student system to alumnae system 

Prospect Tracking & Pipeline Management

•  Support the identification and tracking of prospective donors, including alumnae, parents, and community stakeholders
•  Maintain an organized and up-to-date donor pipeline, tracking movement through stages (identification, cultivation, solicitation, stewardship)
•  Collaborate with the Director and Engagement team to ensure prospects are appropriately prioritized and followed up on
•  Conduct basic prospect research to support donor identification and cultivation efforts
•  Prepare donor profiles and briefing materials for meetings with the Director and President
•  Track donor history, engagement, and giving patterns

Reporting & Analytics

•  Generate regular reports on:
  •  Fundraising progress and revenue tracking
  •  Donor participation and trends
  •  Pipeline activity and movement
•  Provide clear, concise summaries to support decision-making
•  Track and monitor key performance indicators (KPIs) for the department

Administrative Support

•  Support data needs for the Annual Giving program, including reunion-based campaigns
•  Track participation rates and campaign progress
•  Coordinate with the Annual Giving Consultant and Program Manager to ensure alignment between outreach and data
•  Collaborate with internal departments (Admissions, Business Office, etc.) to ensure accurate and consistent data sharing
•  Support integration of parent and student data into long-term alumnae and donor tracking 

Qualifications

Required

•  Bachelor’s degree or equivalent professional experience
•  Minimum of 3–5 years of experience in data management, database administration, development operations, or a related field
•  Strong attention to detail and commitment to data accuracy
•  Experience working with databases or CRM systems (e.g., Raiser’s Edge or similar)
•  Proficiency in Excel or Google Sheets, including the ability to organize, analyze, and report on data 
• Demonstrated ability to produce clear, accurate reports and summaries
• Strong organizational and time management skills 

Preferred

•  Experience in a school, nonprofit, or advancement/development environment
•  Familiarity with fundraising processes and donor lifecycle
•  Experience with data segmentation and reporting for campaigns

Key Competencies

•  Highly detail-oriented and organized
•  Analytical and comfortable working with data
•  Reliable and consistent in managing information
•  Clear communicator, able to translate data into usable insights
•  Collaborative and responsive to team needs
•  Discreet and professional when handling confidential information