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 lascop@woodlynde.org.
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.