DESCRIPTION
The Associate Director of Advancement Services & Prospect Research works closely with and manages the Advancement Manager. They are responsible for overseeing donor and prospect database management and related data systems and procedures with expert knowledge. Responsibilities include overseeing a complex calendar of processes related to donor identification, cultivation, solicitation, and stewardship. Designs and provides accurate and sophisticated financial analysis, forecasting, modeling, and tracking reports and executive summaries. Oversees synchronization, data continuity, and information flow across Raiser's Edge, NetCommunity, ResearchPoint, and other fundraising applications as necessary, ensuring donor data accuracy, security, and availability. Leads initiatives to identify improvement areas for increased data efficiency and improved outputs while iterating and staying current with new technologies. The position will work closely with various stakeholders within advancement and across departments, including the Marketing & Communications, Admission, Educational Innovation & Technology Services, Registrar, and Business Offices to support the school's advancement operations through ongoing alignment and efficiency building.
This position requires a strong understanding of database management principles and logic, excellent problem-solving skills, and the ability to anticipate needs while working in a high-volume, fast-paced educational environment with multiple concurrent campaigns and competing priorities.
REQUIREMENTS
- Bachelor's degree in Computer Science, Information Systems, or a related field.
- Strong knowledge of database logic and processes.
- Expertise in data integration and data security.
- Excellent problem-solving and analytical skills.
- Superb attention to detail and ability to work with large datasets with competing priorities in a high-volume environment.
- Excellent communication and interpersonal skills.
- Ability to work independently and eagerness to also work collaboratively in a team environment.
- Prior experience in an independent school educational setting is preferred.
- Ability to project a friendly, professional, and constituent-centered demeanor at all times.
- Working knowledge of Google’s G Suite and Microsoft Office products required including mail merge experience; working knowledge of Adobe Creative Cloud products a plus.
- Familiarity with social media platforms (Facebook, Twitter, Instagram, LinkedIn).
- Track record of confidentiality and discretion.
- Must be an active listener and open-minded collaborator.
- Must possess a growth mindset and a nimble and flexible attitude.
- Availability for occasional evening and weekend work.
KEY RESPONSIBILITIES
Data Management:
- Oversee the school's Raiser’s Edge donor database systems and ResearchPoint prospect research software, ensuring optimal performance and data integrity.
- Oversee the school's EventBrite and GiveSmart event database systems and DonorBox online giving fundraising software system and Hustle text-to-give fundraising platform, facilitating fine-tuning of data sharing and processes.
- Ensure all charitable operating revenue is appropriately booked based on donor intent and acknowledged according to IRS guidelines and ethical principles of fundraising.
- Implement and enforce data security measures, including user access controls, backups, and disaster recovery plans.
- Monitor database performance, identify, and resolve issues, and optimize system resources.
- Regularly update and maintain database documentation, including data dictionaries, schemas, and procedures.
- Engage in ongoing vendor relationship management for all advancement-related external client support teams.
- Responsible for ensuring process coordination and GL account relationship coding for all advancement accounting as well as the reconciliation of Raiser’s Edge donations with the Business Office and school’s general ledger.
- Direct the Advancement department’s audit preparation of donor records for yearly audit and the CALISBOA and NAIS annual surveys.
Data Analysis and Reporting:
- Collaborate with fundraising staff to understand their data needs and develop custom financial analysis, forecasting, modeling, and tracking reports.
- Provide data analysis/reporting using standard reports and custom reporting on Raiser’s Edge data and various sources of school-generated and other data, including Analytics modeling scores and data.
- Identify trends, patterns, and insights to support decision-making processes and systematize processes for creating decks for reporting and presentation purposes.
- Extract, transform, and load data from various sources into the school's database systems.
System Integration and Support:
- Collaborate with key stakeholders to integrate the school's database systems with other software applications and platforms.
- Provide support to internal and external constituents including donors and their financial representatives, resolving database-related issues promptly.
- Conduct regular system audits, database scans, and clean-up processes to identify and resolve data inconsistencies or errors to ensure a high level of accuracy and data health.
- Stay updated with the latest database technologies and trends, recommending improvements to enhance systems efficiency.
Training and Documentation:
- Develop and deliver training sessions to educate staff on database usage, best practices, and data entry standards.
- Create and maintain comprehensive documentation for database systems, including user manuals and troubleshooting guides.
- Assist in the development and implementation of data governance policies and procedures.
- Regularly attend peer school professional roundtables and conferences to participate in an ongoing exchange of knowledge, ideas, and best practices.
Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, Responsibilities, and activities may change at any time, with or without notice, to meet the needs of the school.
PHYSICAL DEMANDS
While performing the essential functions of this job, the incumbent must be able to do the following: stand for extended periods; sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate computer and other office equipment required.
The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.
SALARY RANGE: $95,000-$115,000
Oakwood School is a K-12 coeducational day school in North Hollywood, California that opened its doors in 1951. The school has remained faithful to its original mission ever since: to create a diverse educational environment where young people are partners with the adults who teach them and learn from them; where the best means of preparing students for the future is to immerse them in the present; where a healthy learning environment requires joy and humor as well as rigorous intensity; and where students’ intellectual and aesthetic depth – along with their capacity for empathy and moral courage – emerge out of authentic engagement with their teachers, one another, and the world around them.
Oakwood School is an equal opportunity employer committed to cultural diversity in our workforce. With purpose, Oakwood celebrates and affirms diversity of race, ethnicity, gender, sexual orientation, faith, family structure, socioeconomic background, age, and ability.
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