Data & Systems Coordinator

Hawai'i Preparatory Academy (HPA) is seeking an Advancement Data & Systems Coordinator to support the goals and objectives of the Advancement program.

This role oversees the administration, evaluation, implementation, and ongoing maintenance of Advancement database systems, including Raiser’s Edge, Salesforce, and similar platforms. The Advancement Data & Systems Coordinator plays a key role in ensuring that Advancement systems and data strategies effectively support fundraising, donor stewardship, relationship management, constituent engagement, and advancement communications. The Coordinator will be responsible for understanding, synthesizing, and implementing database systems and processes that align with Advancement initiatives, including overseeing all aspects of data management, ensuring data integrity, and evaluating system modifications in response to departmental needs.

The role works closely with Advancement staff to improve workflows, reporting, and the overall use of data to support informed decision-making.

This position is ideal for someone who enjoys working with systems and data, problem-solving, and supporting mission-driven work through thoughtful, well-managed information systems.

Manages the day-to-day operations of data and data systems by providing in-house expertise and technical support for the Advancement Office.

Reviews, analyzes, and evaluates the data and anticipates user needs to provide recommendations and solutions to fulfill fundraising strategies.

Maintains the structure of the database, including the creation of new table entries, attributes, appeals, campaigns, funds, programs, gift types, as required to fulfill the fundraising objectives of the Advancement Office.

Develops and implements database standards, policies and procedures, and workflow processes related to the database as it relates to the short and long-term goals of the Advancement.

Develops and produces queries, custom reports, and data retrieval as requested by the Advancement Office, Business Office and Office of the Head of School for the purpose of prospect research, stewardship opportunities, solicitations, special events, mailings, newsletters and Ma Ke Kula magazine, reporting to the IRS, and reporting to the Board of Trustees, among other things.

Lead and manage the Advancement Office in training and best practices for advancement data systems.

Responsible for the design, setup, and technical configuration of all Advancement event and registration platforms. Oversees system readiness and functionality prior to events.

Works closely with the Controller to reconcile the gift and general ledger data.

Oversees the integrity of database and database procedures by conducting periodic scheduled audits to confirm use of accurate entry processes; identifying and eliminating duplicate records; archiving of records with no activity for specified period; and maintaining users security settings.

Works with IT to ensure timely periodic database global updates for all constituent records.

Works closely and collaboratively with the IT Department; recommending strategies that ensure data integrity and functionality. Participates in planning and execution of future upgrades and technology enhancements, including AI, affecting advancement data systems.

Manages all data reporting for HPA through external frameworks: DASL, NAIS, Board giving, audit support as needed.

Responsible for spearheading advancement team onboarding and annual training sessions to refresh knowledge about data systems and new developments for the Advancement team.

Pursues continuing education and training on the best practices of data and systems management.

Performs other duties as required, assigned or approved by the Director of Alumni and Parent Giving.

• Bachelor’s degree, with three to five years of related experience
• Advancement data systems experience, with an understanding of how advancement data supports the short- and long-term goals of development and advancement work, ideally in a school setting
• Detail-oriented with strong proofreading skills
• General knowledge of business office procedures preferred
• Strong verbal and written communication skills
• High capacity for problem-solving and ability to pivot quickly
• Instinct for prospect research and strategy identification
• Ability to prioritize and organize workflow and coordinate multiple activities
• Ability to take direction and work collaboratively as part of a dynamic team
• Ability to handle sensitive and confidential information with discretion and sound judgment
• Proficiency in G Suite, including Gemini
• Basic graphic design experience using Canva or a similar platform preferred
• Ability to lift up to 25 lbs

Employment Term: 12 months/Year round

Work Schedule:

Monday-Friday, between 8:00 AM and 4:30 PM

Salary Range: $58,500 - $61,000 based on experience.
Compensation is commensurate with qualifications.

Education:

4 Year Degree

Non-discriminatory Statement:
HPA is an Equal Opportunity…