Advancement Officer - Database and Administration

at  St Clements School

St. Clement’s School is currently looking for an Advancement Officer, Database and Administration to join our team on a contract basis commencing in November 2024 through to June 2026. Reporting to the Associate Director, Advancement, this is an opportunity to join a dynamic team while leading all Advancement database services, and building experience in fundraising and Advancement administration.
The candidate will be a self-starter, effective relationship builder, and communicator. This highly organized and detail-oriented individual will work to foster collaboration and professionalism within the Advancement team and will handle confidential material with the utmost discretion and sensitivity.

QUALIFICATIONS, EXPERIENCE, AND ATTRIBUTES OF OUR IDEAL CANDIDATE

Post-secondary education in a related field; certificate or training in business administration, fundraising, or database management is an asset;
Demonstrated high levels of trust and integrity, and excellent attention to detail;
Superior organizational and project management skills;
Approachable and collaborative work style, exceptional interpersonal skills, and a strong professional presence;
Resourceful and flexible with strong research, problem-solving, and time management skills;
Strong proficiency with fundraising databases (Blackbaud Raiser’s Edge NXT database experience preferred), Google Suite, and MS Office applications (Advanced expertise in Microsoft Excel, including the use of formulas and pivot tables is an asset);
Working knowledge of CRA tax receipting requirements;
Ability to communicate the vision and key message of SCS to the community; and
Criminal record check is required as a condition of employment.

Database Management and Administration
Manage all aspects of the Advancement database (Raiser’s Edge NXT) including: data entry and integrity; use of global functions; production of queries, exports and reports, and maintenance of database policies and procedures; and, in collaboration with IT, software updates and system access;
Timely and accurate entry of donations and preparation of tax receipts, thank-you letters, pledge reminders, and donor acknowledgements;
Generate analytics to support the strategic direction and decision making of the Advancement team;
Prepare mailing lists for donor communications;
Work collaboratively with the Finance Department; prepare batch deposits, monthly/yearly reconciliations, receipt reports, and support annual audit requests;
Maintain accurate moves management records across programs;
Ensure that requests for information from donors and prospects are addressed quickly, and accurately, and that all pertinent information is recorded; and
Liaise with alums, donors, students, staff, families, and other stakeholders to foster relationships and gather relevant information for the database.
Administrative Assistance and Support
Provide accurate, responsive, and professional administrative support as needed;
Assist in the implementation of personalized cultivation, solicitation, and stewardship plans for prospective donors, preparing relevant materials such as briefing memos, meeting materials, and donor correspondence;
Proactively track constituent moves through the stages of fundraising, understand what actions are to be taken with key prospects, and prompt relationship managers to complete actions;
Work with the Advancement and Campaign teams to: ensure prospect/donor files in Raiser’s Edge are always up-to-date and that donor touchpoints and next steps are documented; pull queries and reports and compile information to support the Advancement and Campaign team’s goals and needs; coordinate recognition opportunities by managing and monitoring relevant databases, and working with internal stakeholders, donors, and vendors;
Schedule and coordinate logistics for meetings and tours while serving as the point of contact for the Campaign team;
Coordinate complex calendars, meetings, appointments, and events;
Occasional evening and weekend work required; and
Other related duties as assigned.