Position Title: Advancement Associate-Donor Database
Status: Full Time/Exempt/12 months
Reports To: Director of Advancement
The Advancement Associate responsibilities include, but are not limited to, maintenance and management of the department’s most vital resources, the donor database, paper files, e-commerce functions and systems integrations. This position works to optimize database functions to accomplish the goals of the entire Advancement Office. S/he will assist members of the Advancement Team to ensure the proper use of the fundraising CRM and other applications used to track fundraising events, revenue and data. The Advancement Associate works closely with all members of the Advancement team, the technology department and business office personnel.
Responsible for the administration, maintenance and training opportunities of staff on all Raiser’s Edge database components along with all other database systems and payment processing platforms utilized by the Advancement office.
Develop, implement and oversee best practices for data input and maintenance in the areas of data entry, donor information, queries, reports, imports, exports, duplicate resolution and others as needed.
Generate necessary queries and lists including but not limited to, annual fund report lists, mailing information, for all FXW fundraising and CATC events.
Oversee the regular production of fundraising reports to ensure accuracy – weekly, monthly, eventdriven and others as directed; assist with analytical development of financial and statistical reports.
With Associate Director of Advancement, conduct reconciliation between Advancement and Finance department on monthly statements
Maintain operating procedures manual in concert with various departments
Review and test database updates with support from the IT System Administrator
Attend and assist in all Advancement and FXW School events as needed
Other duties and projects as assigned or needed
Management of Gift Process entry and recognition
Oversight of process map and data input instructions; provide team trainings as needed
Responsible for timely and accurate reports
Event support as needed
Additional Job Requirements
Employee must be able to support philosophy and mission of the Board of Trustees and Head of School
Ability to work with all levels of the FXW community from students to Board of Trustee’s
Ability to manage and maintain sensitive and confidential school, student and parent information
Excellent oral and written communication skills
Detailed oriented and excellent organizational skills
Physical Demands and Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The employee may be required to lift 10 - 50 pounds
Hours of work may vary Sunday through Saturday and are structured in eight (8) hour blocks of time, but they may be subject to include evenings and weekends as required for the departments or School’s needs.
Bachelor’s degree required
3-5 years of previous Advancement or database experience
Knowledge and use of all social media outlets
Experience with the back end of web systems necessary
Strong skills in Raiser’s Edge or other fundraising database programs.
About The Frances Xavier Warde School
The Frances Xavier Warde School is a Catholic elementary school in downtown Chicago that provides an excellent academic, values-oriented education to students of all ethnic, religious, cultural and socio-economic backgrounds in a child-centered urban environment. As a keystone of its diverse community, The Frances Xavier Warde School provides need-based scholarships to thirty percent of its students. The Frances Xavier Warde School partners with its families, nurtures faith development for its Catholic students, and engages all its students to learn about and respect other faith traditions. The Frances Xavier Warde School uses a rigorous curriculum that enables students to grow, clarify their values, and develop decision-making skills and a sense of responsibility for themselves and the world they will inherit.