Advancement Services and Database Manager

Saint Mary’s Hall seeks an experienced Advancement Services and Database Manager to oversee the Blackbaud Raiser’s Edge NXT database as the system of record for Advancement and ensure the integrity, accuracy, and usability of advancement data. This role supports informed decision-making across the Advancement program and advances the School’s fundraising efforts. The role supports the full lifecycle of donor engagement, including identification, cultivation, solicitation, and stewardship of major gift prospects.

Working collaboratively with the development team, this role leads prospect and moves management processes, ensuring consistent tracking, reporting, and execution of fundraising activity. The Manager also develops and maintains the processes, workflows, and reporting cadence that support a high-functioning advancement operation and aligns data, systems, and team practices to ensure effective campaign execution. This position reports directly to the Assistant Head of School for Advancement.

Database Management and Data Integrity

• Oversee the Raiser’s Edge NXT database as the system of record for all advancement data, ensuring accuracy, consistency, and completeness across all records.
• Maintain alignment between Raiser’s Edge and Veracross, ensuring effective data integration and synchronization.
• Establish and enforce best practices for constituent record management, gift coding, and data integrity.
• Oversee and support all gift processing activities, including gift entry, pledges (short and long term), acknowledgments, and stewardship data.
• Ensure compliance with IRS regulations and CASE Management and Reporting Standards.
• Lead and support the development and periodic review of policies related to gift acceptance, gift/campaign counting, donor recognition, and naming to ensure alignment with institutional and industry standards.

Gift Processing and Stewardship

• Partner with the Development team to manage gift acknowledgment and pledge reminder processes for all major, annual, and campaign gifts.
• Ensure accurate recording of donor activity, contributions, and stewardship actions across all programs, and ensure consistency in donor recognition and engagement tracking.
• Support annual stewardship for endowed funds, term funds, and named facilities.

Moves Management and Campaign Operations

• Lead a structured moves management system to support donor identification, cultivation, solicitation, and stewardship.
• Maintain and track prospect data, including actions, proposals, and engagement activity within the database.
• Coordinate and facilitate pipeline, portfolio, and prospect strategy meetings.
• Prepare and equip solicitors for donor cultivation, solicitation, and stewardship visits through accurate data, reporting, and meeting materials.
• Support prospect managers and help maintain accountability to established performance metrics and portfolio activity.
• Manage proposal tracking, including ask amounts, timelines, and expected outcomes.

Reporting and Analytics

• Develop and maintain reporting and dashboards to support Advancement leadership, including campaign and pipeline tracking.
• Analyze giving data and donor trends to inform strategy and decision-making.
• Ensure all reports shared internally and externally are accurate, validated, and aligned across systems, and proactively address discrepancies prior to distribution.
• Support Board, leadership, team, and benchmark reporting (e.g., DASL).

Systems Management and Integration

• Oversee the effective use of Raiser’s Edge NXT and related systems, including Veracross and Omatic.
• Manage data integration and resolve system exceptions to maintain data consistency.
• Identify, troubleshoot, and resolve system inefficiencies, working collaboratively with internal teams and external partners as needed.
• Serve as a resource for database use, training, and troubleshooting within the Advancement office.

Process Design and Operational Leadership

• Develop, document, and maintain SOPs for all core advancement services functions.
• Establish and manage an annual Advancement Services operating plan, including workflows, timelines, and reporting cadence.
• Lead ongoing process improvement…