Advancement Services & Database Specialist

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Concord, MA, US

4 days ago Requisition

Salary Range: $60,000.00 To $70,000.00 Annually

Overview:

Concord Academy, an independent, all-gender, boarding and day school renowned for its world‑class faculty, passionate students, and graduates who make their mark on the world, is seeking an Advancement Services & Database Specialist in our Advancement and Engagement Office. The successful applicant will have a commitment to advancing the core tenets of the school’s mission.

The Advancement Services & Database Specialist is the primary operational cornerstone of the Advancement and Engagement Office. Reporting directly to the Director of Advancement Services, this individual is primarily responsible for the end-to-end, prompt, and accurate recording of all gifts and pledges, gift reconciliation, donor tax receipts, and the proactive maintenance and safeguarding of constituent data (alums, parents, donors, and friends) in accordance with IRS guidelines and CASE standards.

As a secondary function, in a streamlined two-person Advancement Services team, this role provides technical database support—including data imports, global updates, and assisting the Director with the ongoing operational transition from Raiser’s Edge Database View (7.x) to the RE NXT Unified Web View.

Key Responsibilities

1. Core Gift Processing & Financial Accounting

Comprehensive Gift Administration: Oversee all daily aspects of gift accounting. Accurately and promptly process gift batches in Raiser’s Edge (cash, checks, credit cards, wire transfers, stock/securities, recurring gifts, matching gifts, and payroll deductions) in compliance with CASE and IRS standards and internal financial controls.

• Financial Reconciliation: Partner closely with the Finance Office to perform weekly and monthly reconciliations between Raiser’s Edge and the General Ledger. Troubleshoot and resolve discrepancies, making necessary gift adjustments in a timely manner.
• Pledge Management & Review: Record pledges, review pledge agreements, track outstanding balances, and produce pledge reminders.
• Tax Receipts & Acknowledgments: Generate donor charitable gift tax receipts and acknowledgments.
• Gift Documentation & Security: Maintain physical and electronic gift files, ensure proper cash handling compliance, follow up with donors and staff to secure necessary gift support. Collaborate with Finance to provide gift documentation for audits.
• Donor Support: Handle gift-related customer service inquiries from donors with professionalism and courtesy.

2. Constituent Records & Data Integrity

• Biographical Data Upkeep: Perform timely updates to constituent records, including contact information, deceased status, and communication preferences, ensuring accuracy and adherence to privacy standards.
• Data Quality & Hygiene: Lead ongoing data quality standards managing data hygiene efforts including appends, cleanup projects, and routine data entry. Conduct regular data audits in RE to ensure consistent and accurate data entry, table entries and naming conventions. Develop and execute proactive strategies to constantly improve the accuracy, completeness, and consistency of constituents’ biographical data, leveraging vendor relationships and technology resources where necessary.
• Cross-Departmental
  
  Collaboration:
  
  Collaborate with campus partners to ensure the timely exchange and safeguarding of critical constituent information.

3. Technical Operations & Database Administration

• Database Modernization & Migration Support: Assist the Director during the department’s ongoing operational…