Advancement Data Systems Administrator

DESCRIPTION

Woodlynde School seeks an Advancement Data Systems Administrator
(ADSA). This new position will play a vital role in supporting our
Advancement Department, which oversees admissions, fundraising,
marketing, and communications for the school.

The ADSA is responsible for maintaining and continuously
improving upon the accuracy, efficiency, consistency, and
comprehensiveness of all data entered and residing in Blackbaud
Enrollment Management, Raiser’s Edge, and associated relational
databases. The ADSA provides support to the Director of Enrollment
Management and Tuition Assistance in meeting yearly enrollment
goals by coding and tracking prospects’ pre-application engagement
and post-application progress. Additionally, they provide support
to the Chief Advancement Officer and Director of Annual Giving and
Events in campaign and annual fundraising efforts by generating
lists, maintaining a moves management system in Raiser’s Edge, and
processing philanthropic gifts received by the school. Across
admissions and fundraising, the ADSA will analyze data and
multi-year trends to report achievement, support programs, answer
questions raised by the team and Board of Trustees and inform
decision making.

The ADSA reports to the Chief Advancement Officer.

PRIMARY RESPONSIBILITIES

Data Management

• Oversee the maintenance of constituent data that flows into
  Excel-based tracking documents, Blackbaud Enrollment Management,
  and Blackbaud Raiser’s Edge from a wide range of collection sources
  including online inquiry forms, phone calls and referrals,
  admissions applications, gifts by mail, web-based donation forms,
  alumni updates, returned mail, event registrations, college
  counseling, and the business office to ensure compliance with
  established best practices and procedures.
• Import new and update existing constituent data for students,
  alumni, parents, grandparents, and colleagues each summer as part
  of the rollover process and for newly enrolled students and parents
  throughout the calendar year.
• Enter and manage the collection of cash donations, recurring
  gifts, matching gifts, gifts of stock/appreciated securities,
  payroll deduction gifts, pledges, purpose-restricted gifts,
  gift-in-kind contributions, and write-offs.
•  Clean up data, including but not limited to duplicate
  records analysis, attribute/table refinement, fund tracking and
  fund relationship, pledges and pledge payments, and improvement of
  mail merge forms.
• Generate gift acknowledgment letters/gift receipts,
  pledge/payment reminders, acceptance letters/packets, paying
  particular attention to timeliness of response and, where
  appropriate, the need for personalization.
• Scan and file information related to giving and admissions in
  accordance with applicable data privacy policies.
• Complete annual data reporting connected with the 990, annual
  surveys for NAIS, PAIS, PAISBOA, and other partner organizations,
  and EITC/OSTC programs.

 Reporting and Analysis

• Conduct weekly audits of admissions pipeline data and
  collaborate with the Director of Enrollment Management and Tuition
  Assistance to effectively prioritize time allocated for email
  outreach, phone calls, meetings, and tours, assisting with calendar
  management as needed.
• Track admissions file completion, timely decision notification,
  and re-enrollment confirmations.
• Produce monthly reporting on admissions funnel progress under
  the supervision of the Director of Enrollment Management and
  Tuition Assistance for the Advancement Committee and the Board of
  Trustees.
• Generate lists for all fundraising appeals, annual giving
  reports, and auditing.
• Create and distribute monthly cash reports that clearly
  indicate prospect activity to inform the Chief Advancement Officer
  and Director of Annual Giving and Events of activity within their
  portfolios.
• Oversee daily, monthly, and yearly reporting to reconcile
  Advancement records against Finance, assisting with audit requests
  as needed.
• Produce quarterly gift reports on annual, event, EITC/OSTC, and
  restricted giving achievement under the supervision of the Chief
  Advancement Officer for the Advancement Committee and the Board of
  Trustees.
• Prepare clear, concise, and compelling tables and charts using
  Crystal Reports or Microsoft Excel to effectively communicate data
  and its analysis in presentations.
• Assist in the identification and collection of internal and
  external statistics related to admissions and giving for use in
  comparative analyses and departmental goal setting.

 Prospect Management

• Identify new giving prospects for research and assignment and
  conduct supplementary research upon request.
• Maintain moves management tracking in Raiser’s Edge for major
  giving prospects.
• Facilitate giving and board prospect review meetings by pulling
  prospect lists and pipeline reports.
• Ensure records of conversations/call reports are added to
  Raiser’s Edge in a timely manner.

 Administrative

• Collaborate with the Advancement team on developing best
  practices for and ensuring compliance with data hygiene across the
  school’s systems to ensure accuracy and fidelity.
• Participate actively in Advancement staff meetings, admissions
  and fundraising events, and the life of the school, including some
  night and weekend hours.
• Other duties as assigned.

LEADERSHIP AND PERSONAL QUALITIES

• Commitment to mission-driven work.
• Systems-oriented strategic thinker and problem solver who is
  driven by curiosity and demonstrates a commitment to continuous
  improvement.
• Natural collaborator with the ability to work within and across
  functions to achieve results.
• Strong written and verbal communication skills.
• Excellent organizational skills and an attention to
  detail.
• Honesty, integrity, and confidentiality in all aspects of the
  role.

PROFESSIONAL QUALIFICATIONS

• Associate’s/bachelor’s degree
• Advanced knowledge of Microsoft Excel and Microsoft Office
  Suite
• Fluency with relational databases/CRMs, data analysis, and
  reporting
• Proficiency in Blackbaud products, including Enrollment
  Management and Raiser’s Edge, preferred
• Successful past experiences in fundraising operations, data
  systems management, and/or school admissions
• Samples of clear, compelling spreadsheets, tables, charts, etc.
  used for reporting a plus

Position begins July 1, 2024 or earlier.

TO APPLY:

Interested candidates should submit a cover letter and
resume
to Pamela Lasco, Executive Assistant to the Head of School,
at [email protected].

MISSION STATEMENT

Woodlynde School welcomes and serves students who learn
differently and empowers them to become strategic thinkers and
self-advocates in a challenging and supportive college preparatory
environment. 

DIVERSITY STATEMENT

Woodlynde School is committed to fostering, cultivating,
and preserving a culture of diversity and inclusion in order that
its students and employees achieve their full potential. 

We believe that everyone’s unique life experience
and background adds valuable perspective to our community
and that our community is stronger because of the differences
represented by our students, colleagues, and families.  We
embrace community members of different backgrounds and do not
discriminate against employees or students on the basis of
race, color, creed, ancestry, national origin, sex, age,
religion, or disability.