Donor Systems Administrator

About the Employer

Donor Systems Manager

Job Summary

The Donor Systems Manager, reporting directly to the Director of Advancement Services, will provide oversight to all donor information systems for the Thayer Academy Advancement and Engagement Office. Responsible for managing gift processing, data integrity, and other related activities in a fast-paced, deadline-driven environment.

Principal Duties and Responsibilities

Gift Processing

Manage Gifts and Pledges

Manages the processing of gifts and pledges into the donor database, including employee payroll withdrawal, in-kind donations, event registrations, tributes, and all online giving; ensuring accuracy, integrity, and confidentiality. Analyzes gifts and constituent data to determine and ensure that donor intent is honored and that all coding conforms to proper protocol and legal requirements.

Month-End Process

Manages the month-end process, troubleshooting and auditing data as well as performing a monthly reconciliation review with the Business Office. Ensures the generation of acknowledgments for all gifts entered, within 24-48 hours of gift receipt in off-peak times.

Pledge Fulfillment

Manages the pledge fulfillment process, including generating pledge reminders twice a year, working with Gift Officers on follow-up with donors, and conducting a monthly pledge review to ensure all monthly gifts have been received, recorded, and acknowledged properly.

Matching Gift Companies

Works with matching gift companies as needed to retrieve gifts, make inquiries, complete documentation, and resolve issues.

Policy Development

Works with the Director of Advancement Services on the creation, review, and updating of gift-processing policies and procedures.

Systems Management

Raiser’s Edge Database

Manages the Raiser’s Edge fundraising database of approximately 20,000 constituent records. Maintains data integrity, remaining up to date on all system updates, and working closely with Gift Officers to ensure data and actions collected from donors are recorded in their records.

Database Maintenance

Manages the process of maintaining and updating the database, including performing regular quality checks, annual new student family uploads, obtaining and maintaining constituent email addresses, return address corrections, and periodic audits of donor files and database records.

Data Management

Works with Gift Officers to maintain donor files in an organized manner. Strategizes with the appropriate staff lead to manage the production of scheduled and on-demand targeted mailing lists, and data pulls in a timely fashion for events, direct mail, email, and other communications campaigns.

Reporting Functions

Strategic Reports

Strategizes with senior management on a suite of reports to reflect the ongoing success and outcomes of all development efforts. Creates and generates scheduled and on-demand reports in a timely fashion, including the daily gift reports and weekly one-page updates, and anticipates reporting needs for key meetings, including those of the Board of Trustees, Development Committee, and Alumni Board.

Fiscal Year-End Reports

Works with the Director of Advancement Services on the creation, compilation, and editing of all fiscal year-end reports to be included in the annual report within two weeks of the close of the fiscal year.

Event Data Reporting

Develops reports and manages the regular distribution of event data: invitation responses, ticket purchases, and invoicing sponsorship pledges.

Other Duties

Nametags

Manages the creation of all nametags for special events.

Development Events

Attends and assists with all development special events (occasionally on weekends or evenings)