Job Summary: This position supports efficient fundraising data records management for the Advancement office. Responsibilities include, but are not limited to, processing daily gifts and acknowledgements, coordinating the fulfillment of pledges, and producing fundraising queries and reports. This position serves as a liaison to IT and will work closely with the Manager of Information Systems to maintain and enhance Advancement data services. This position requires excellent problem-solving, communication and interpersonal skills, along with patience and a positive, customer-friendly attitude.
The Advancement Data and Project Manager must be an organized, self-motivated individual who exhibits strong customer service skills. In addition, the successful candidate should have a sense of calling to support the FXW mission, a desire to work in education and a strong technical acumen with the ability to learn and apply new technologies.
Primary Area of Focus: The Advancement Data and Project Manager’s role is to reinforce the school’s mission through accurate data entry, gift processing, query design and utilization, financial reconciliation and donor acknowledgment that positively stewards relationships with both internal and external constituencies.
Essential Job Duties and Responsibilities:
Advancement Data Management
Responsible for the administration, moves management, and maintenance of donor data within Veracross.
Processes all donations and pledges daily.
Creates and generates daily gift acknowledgements letters and emails, and monthly pledge reminders.
Manages receipt of and documentation for all in-kind gifts (event-related and capital/non-capital assets) received on behalf of The Frances Xavier Warde School and the Children at the Crossroads Foundation.
Identify through daily activities opportunities for automating and streamlining of processes.
Perform quarterly analysis of systems data to ensure cleanliness, proper usage of data and to identify operative improvements.
Develop, implement and oversee best practices for data input and maintenance in the areas of data entry, donor information, queries, reports, imports, exports, duplicate resolution and others as needed.
Oversee the regular production of fundraising and recruitment reports to ensure accuracy – weekly, monthly, event driven and others as directed; assist with analytical development of financial and statistical reports.
With Director of Advancement, conduct reconciliation between Advancement and Finance department on monthly statements.
Create and maintain reference, project, and process documentation for current and new activities for the Advancement team.
Review and test system updates with support from the Manager of Information Systems.
Provide administrative support for open houses, new parent orientation, gala, scholarship dinner, and other events. In addition, this position will attend and assist in all Advancement, and other FXW School events as needed.
Other duties and projects as assigned or needed.
Event Project Management
Assist in coordinating parent-related events in collaboration with the school. Act as a liaison between FXW administration and parents to ensure seamless communication and event execution.
Provide comprehensive support for major events including FXW’s Annual Gala and the Children at the Crossroads (CATC) Scholarship Dinner.
Maintain and manage all data related to donations, bids, auction items, and ticket sales.
Create and design both back-end and front-end elements of event and fundraising webpages on platforms such as Veracross and GiveSmart.
Collaborate with the marketing and development teams to ensure adherence to FXW’s marketing guidelines.
Oversee the allocation of all auction items (physical, online, experiential, or otherwise) to the respective winners.
Parent Advisory Committee (PAC) Relations and Support
Facilitate strong relations with the Parent Advisory Committee (PAC) and provide support for PAC events (Grandparents and Special Friends Day, Mardi Gras, Teacher and Staff Appreciation Week).
Manage and maintain data related to PAC activities.
Strong skills in Raiser’s Edge, Veracross, or other fundraising database/CRM applications preferred.
Experience with the back end of web systems preferred.
Proficiency with Microsoft Office Suite
Proficiency with collaboration/document management platforms such as SharePoint and Office 365
Additional Job Requirements
Employee must be able to support philosophy and mission of the Board of Trustees and Head of School
Ability to work with all levels of the FXW community from students to Board of Trustee’s
Ability to manage and maintain sensitive and confidential school, student and parent information.
Excellent oral and written communication skills
Detailed oriented and excellent organizational skills
Other duties as assigned by the DOA’s and Head of School
Qualifications/Skills Needed
Bachelor’s degree required.
2-4 years of previous Advancement or database/CRM experience
Physical Demands and Work Environment
This position may require lifting and moving between 10-50 lbs. potentially up/downstairs.
Hours of work may vary Sunday through Saturday and are structured in eight (8) hour blocks of time and will be subject to include evenings and weekends as required for departmental or school needs.
