Office Coordinator and Database Manager

Paul Smith's College - Paul Smiths, NY

Full-time - Entry Level

Paul Smiths, NY

About the position

The Office Coordinator and Database Manager at Paul Smith's College plays a crucial role in supporting the daily operations of the development and fundraising functions while managing the College's donor database. This position is integral to the smooth functioning of the office, which includes conducting prospect research, supporting the administration of annual and membership appeals, and overseeing major gifts activities. The Office Coordinator and Database Manager will often serve as the first point of contact for stakeholders, handling inquiries via phone, email, and the College's website. In this role, the individual will manage all data through Raiser's Edge, creating queries and reports, and exporting mail merges and mailing lists. They will be responsible for processing all gifts and pledges, producing related correspondence for acknowledgment and accounting, and maintaining accurate financial information on donor gifts. The position requires meticulous record-keeping of all gift transactions, acknowledgments, and reply forms, ensuring that all donor information is accurately maintained in the database systems. The Office Coordinator and Database Manager will also oversee the day-to-day operations of reporting processed through Raiser's Edge, including generating monthly reports to track annual fund and membership progress. They will coordinate and design regular reports and dashboards for prospect management, gift reports, and statistical analysis. Additionally, the role involves assisting the Director of Annual Giving and the Director of Major Gifts and Initiatives by providing data points for establishing data-driven fundraising goals and preparing sophisticated segmentation of donor target lists. The position may require attendance at department and campus-wide meetings, as well as participation in events and programs, which may occasionally necessitate limited night and weekend work. Overall, this position is vital for ensuring the effective management of donor relationships and supporting the College's fundraising efforts, contributing to the overall mission of Paul Smith's College.

Responsibilities

• Manage all data through Raiser's Edge, create queries and reports, export mail merges and mailing lists.
• Process all gifts and pledges and produce related correspondence for acknowledgement and accounting to maintain accurate financial information on donor gifts.
• Maintain records of all gift transactions, gift acknowledgements, and reply forms.
• Perform data entry and manage information on donors and prospects, ensuring accurate information is maintained about relationships with donors.
• Import and manage lists as needed.
• Responsible for the day-to-day operation, design, scheduling, and quality control of reporting processed through Raiser's Edge, including monthly reports to track annual fund and membership progress.
• Coordinate, design, and maintain regular reports and dashboards for prospect management, gift reports, and statistical analysis of routine and requested reports.
• Conduct database administration by updating systems for efficient acquisition, application, and maintenance of data.
• Assist the Director of Annual Giving by providing data points to establish data-driven fundraising goals, objectives, strategies, schedules, and analysis of results for each element of the annual giving program.
• Assist the Director of Major Gifts and Initiatives by manipulating donor data to prepare sophisticated segmentation of direct marketing and donor target lists, ensuring high personalization while maintaining data integrity.
• Prepare and send membership and annual fund letters and electronic solicitations, including renewals, lapsed renewals, and acquisitions.
• Manage and process online donations and event registrations.
• Attend department and campus-wide meetings and events for students, alumni, parents, trustees, and friends, with limited night and weekend work required during Advancement events, Board of Trustee meetings, Commencement, and Reunion.
• Assist with special events which may require some travel.
• Provide support for events and event follow-up as assigned.

Requirements

• Associate's degree or comparable education and work experience required.
• Bachelor's degree preferred.
• 2+ years' experience in a non-profit setting or fundraising environment.
• Strong proficiency with Raiser's Edge and Microsoft Office 365 Suite required (Excel & Word).
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to multi-task, be flexible, diplomatic, and open-minded.
• Ability to work productively with deadlines.
• Self-starter, problem solver, highly detail-oriented, and capable of working independently.
• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community.