The Gunston School seeks an Advancement Operations Specialist responsible for the accurate management of advancement data, including gift processing, constituent record maintenance, and reporting infrastructure that supports fundraising success and capital campaign efforts.

This role combines hands-on database management with systems ownership, dashboard development, reporting automation, and process improvement. While gift entry and data accuracy are foundational responsibilities, the position also supports the strategic use of data to monitor donor retention, identify trends, surface potential opportunities, and strengthen fundraising outcomes.

The ideal candidate is detail-oriented, systems-minded, and motivated to use technology effectively to improve efficiency and provide meaningful insight.

Collaborative Team Environment

This position works closely with the Director of Institutional Advancement, Director of External Relations, Alumni & Events Coordinator, and Business Office.

As a small and mission-driven advancement office, team members support one another during peak periods and special initiatives. While this role has defined operational responsibilities, the successful candidate will be comfortable contributing to broader advancement efforts as needed — including occasional support for alumni initiatives, fundraising events, or school-wide activities.

A spirit of collaboration, flexibility, and shared ownership is essential in our team environment.

Primary Responsibilities

1. Gift & Constituent Data Management (Core Foundation)

• Accurately process and record all gifts, pledges, matching gifts, tribute gifts, and stock contributions
• Generate acknowledgment letters and tax receipts
• Monitor pledge schedules and assist with pledge reminders
• Reconcile monthly gift activity with the Business Office
• Enter and maintain accurate records for students, parents, alumni, donors, and constituent affiliations (including advisory groups, teams, volunteer roles, alumni engagement indicators, and other engagement data)
• Execute annual data updates and fiscal year transitions
• Maintain the integrity, security, and confidentiality of all donor and constituent data

Gift and constituent data entry are essential and ongoing responsibilities of this role.

2. Systems Ownership & Platform Management

• Serve as the primary in-house subject matter resource for Raiser's Edge NXT (including Database View), GiveCampus, Almabase, and related advancement platforms
• Configure, maintain, and optimize system settings, dashboards, queries, and reporting tools
• Build and manage standardized and automated queries and reports to ensure real-time access to advancement metrics
• Oversee and troubleshoot system integrations and data imports
• Train and support advancement team members in effective use of advancement platforms
• Stay current on platform updates and recommend enhancements that improve efficiency and reporting
• Ensure systems are used strategically to support fundraising growth and campaign tracking

3. Data Standards & Process Optimization

• Develop and maintain written Standard Operating Procedures (SOPs) for gift entry, reconciliation, reporting, and data standards
• Establish and uphold consistent data governance practices
• Maximize functionality within Raiser's Edge NXT to reduce repetitive manual processes
• Identify opportunities to streamline workflows and leverage automation tools
• Participate in ongoing data clean-up and enhancement initiatives

The school seeks a candidate who improves systems rather than relying on manual workarounds.

4. Reporting, Dashboards & Retention Tracking

• Develop and maintain standardized dashboards within Raiser's Edge NXT so that team members can easily view key advancement metrics
• Generate timely reports for the Director of Institutional Advancement, Head of School, and Board of Trustees
• Proactively produce and distribute donor retention reports (including LYBUNT and SYBUNT lists) to support timely outreach
• Create segmented mailing and solicitation lists
• Track Annual Fund participation, capital campaign progress, and pledge fulfillment
• Support alumni engagement reporting and partner with the Alumni & Events Coordinator on data-driven alumni outreach initiatives, including data update campaigns and segmentation efforts
• Support preparation of data for annual reporting, DASL reporting, and 990 coordination

5. Prospect & Campaign Support

• Support identification of potential major gift prospects using giving history, engagement data, and available research tools
• Surface potential upgrade and re-engagement opportunities through analysis of giving patterns and engagement indicators
• Assist in compiling donor profiles and briefing materials for cultivation meetings
• Maintain campaign-related reporting tools and pledge tracking
• Prepare data summaries for strategy discussions and campaign planning

For candidates with stronger analytical experience, this area may expand to include deeper trend analysis, upgrade identification, and proactive portfolio insights.

6. Grant Tracking Support

• Maintain and monitor the grants calendar to ensure deadlines are met
• Track proposal submissions and reporting requirements
• Assemble required data and materials in coordination with Marketing & Communications
• Maintain accurate grant records within the database

Primary grant writing is not required for this role.

Required:

• Bachelor’s degree
• 3–5 years of experience in advancement services, nonprofit operations, or database management
• Experience with Raiser's Edge NXT or similar CRM
• Strong proficiency in Microsoft Excel and GoogleSheets, including the ability to manipulate and analyze data
• Demonstrated ability to manage detailed work with high accuracy
• Experience creating written procedures or documentation
• Strong organizational skills and ability to manage multiple deadlines
• Commitment to confidentiality and ethical data handling
• This role is based on campus. Work arrangements are determined in alignment with departmental and school needs.

Preferred:

• Experience with Google Workspace, Microsoft Office Suite, GiveCampus, and Almabase
• Experience supporting a capital campaign
• Experience building dashboards or automated reporting systems
• Familiarity with donor retention metrics and segmentation strategies

Experience supporting prospect research or donor profiling

The Ideal Candidate

• Is comfortable with hands-on gift and constituent data entry
• Takes ownership of data accuracy and process documentation
• Seeks ways to improve systems and reduce manual processes
• Can generate timely, reliable reporting
• Is curious about how data supports fundraising growth
• Thrives in a small, collaborative advancement office
• Values working in a mission-driven, student-centered school environment
• Understands that advancement work ultimately supports the student experience
• Is comfortable being present and engaged in a school community where interaction with students is part of daily campus life
• Approaches the role with flexibility and a willingness to support broader school initiatives when needed

About The Gunston School

The Gunston School is a independent, co-educational high school located in Centreville, Maryland.

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