Career Center

Saint Thomas’ Episcopal School (STE) is seeking an Advancement Database Specialist to support the coordination and prioritization of gift processing activities and ensures accurate processing and stewardship of gifts. The ADS is an expert in the Veracross database, providing system support for the Advancement department. This position is responsible for working with the business office to confirm campaigns associated with the daily deposits of checks, as well as ensures the timely import of cash, checks, credit cards, and ACH payments into the Veracross database. The ADS confirms all corporate matching gifts and associated donor contributions. The ADS creates, prints, and mails all donor acknowledgement letters and pledge reminders, as well as oversees the donor stewardship duties. The ADS performs basic donor research (simple web searches for constituent address/phone/spouse information), donor record updates, maps forms built through Veracross for a fluid processing of online gifts and event registration, runs regular solicitor reports, and enters any notes or constituent attributes and/or events as requested.  The ADS helps maintain the data integrity of the Veracross database by performing regular monthly duplicate record checks and reconciliation reports. This position is responsible for the general email and direct phone line for the Advancement department. The ADS is responsible for ordering department supplies, the main contact for the department’s printer and office equipment and scheduling maintenance. This position provides general team support by assisting with other duties as assigned. The ADS deals with sensitive information and is obligated to maintain appropriate confidentiality regarding constituent, donor, and gift information.  enrollment management activities for Kindergarten through 12th grade.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Responsible for determining gift designations with the business office (cash, checks, credit cards, stock, and ACH transfer);
• Oversees the corporate matching gift activity by recording matching gifts in Veracross, ensuring the associated donor to the matching gift is correctly mapped, confirming the company’s matching gift requirements;
• Manages the entire letter acknowledgement (update letters, ordering paper/envelopes);
• Produces acknowledgment letters for donations and gifts made in honor or memory – ensures a 48-hour turnaround time on letters;
• Directs the full donor pledge reminder process – ensure accurate donor pledge information into Veracross and monthly pledge reminders;
• Works on a range of Veracross projects including, but not limited to, monthly reconciliation, duplicate management; record management; profile code cleanup; imports, and actions;
• Manges a thorough donor stewardship matrix – including, but not limited to ensuring donors receive handwritten thank you notes, gifts, event invitations, and gift updates;
• Responsible for the research and regular updates of donor and alumni records to ensure accurate address, email, and phone information;
• Produces solicitor, donor, and constituent queries and reports as requested;
• Provides distribution lists and mail lists for the Advancement department;
• Ensures donation and event registration forms in Veracross are correctly mapped;
• Utilizes subscription software, including Wealth Engine and others as needed and appropriately updates donor records;
• Reviews donation print and online donation forms for all necessary information and contacts donor as needed to confirm;
• Serves as primary contact for the general Advancement email address and phone line;
• Scans and file all donor documentation, including donation forms, acknowledgement letters, pledge reminders, and signed communication;
• Maintains, orders supplies, and manages department office equipment.

Education / Certification:        College Degree   

Experience Required:              Minimum of 2-years related work experience

Required Knowledge:              Proficiency in MS Office, Google Docs, and Veracross or similar donor or school database system

Skills / Abilities:

• Strong customer service skills and willingness to assist others
• Able to communicate complex information clearly
• Expert and compelling writing ability
• Strong organizational skills
• Effective typing skills
• Attentive to detail
• Able to coordinate well with other departments and personnel