Database and Office Manager

The Database and Office Manager is responsible for managing and maintaining the database and executing daily office operations for the Advancement Office at Williamson College of the Trades. S/he will utilize the donor database The Raiser’s Edge to effectively capture donor information; generate accurate financial and analytical reports; and execute the gift donation process, including the entry of gifts and creation of written acknowledgement letters. S/he will provide support for events and campus visits, including scheduling, registration, and other logistical requirements. S/he will provide support for research efforts, including writing reports and researching assigned prospects. Finally, s/he will be a consistent support person for Advancement leadership at Williamson. Overall, s/he will be responsible for ensuring that the processes and procedures of the database and the office at large are able to be executed on a daily, weekly, monthly, and yearly basis.

Essential Duties and Responsibilities/Functions

  1. Provide maintenance and support of the Raiser’s Edge database, including but not limited to:
    a. Ensure data integrity;
    b. Update and input constituent data;
    c. Screen new constituents;
    d. Enter gifts and pledges;
    e. Generate thank you letters to donors;
    f. Monitor and generate pledge reminders;
    g. Write, proofread, and edit various correspondences;
    h. Develop and implement policies to guide data entry;
    i. Segment data to meet parameters of various mailings;
    j. Prepare detailed reports;
    k. Construct queries, reports and exports;
    l. Enter prospects, actions, and documents into The Raiser’s Edge for Vice President for Institutional Advancement and President.
  2. Manage the clerical and administrative needs of the Advancement Office:
    a. Maintains, organizes, and orders office supplies and equipment;
    b. Communicate with vendors for repairs or technical support;
    c. Track purchase orders for the Advancement budget accounts;
    d. Record and produce minutes for All Staff Meetings.
  3. Serve as contact with the Business Office:
    a. Acts as a daily representative for providing information essential to the preparation of financial statements and other reports;
    b. Produce a monthly financial statement for the CFO that details the contribution revenue with information that is obtained from Raisers Edge;
    c. Tracks purchase orders made by the Advancement staff;
    d. Produces a monthly Board report for the VP of Institutional Advancement and the Board of Trustees;
    e. Provides information to auditors, and other consultants as required for appropriate documentation of finances.
  4. Provide support for Advancement projects, Williamson events, campus visits, and other programs:
    a. Registration of event guests and production of lists and reports in Raiser’s Edge;
    b. Maintain calendar of visitors and list of speakers to college each year;
    c. Support campus visits and student ambassador selection for campus tours;
    d. Production of materials that support the events, such as badges, programs, etc.;
    e. Attend events to provide staffing assistance for event execution.
  5. Perform prospect research, including but not limited to:
    a. Run screenings on prospect lists provided;
    b. Research pertinent information using web-based sources and department databases;
    c. Generate individual report.
  6. Other duties as assigned.

Qualifications

  1. Bachelor’s Degree, or equivalent years of experience in a professional office environment.
  2. Familiarity with and proficiency in office databases; familiarity with Raiser’s Edge preferred.
  3. Ability to orient to new software quickly.
  4. Analytical skills.
  5. Proficiency in Microsoft Word and Excel. Knowledge of mail merge and basic Excel formulations preferred.
  6. Strong ability to write and edit general office correspondence.
  7. Excellent command of detail.
  8. Ability to maintain a high level of discretion and confidentiality.
  9. Ability to work independently, requiring a minimum amount of supervision.
  10. General knowledge of computer, printer, and other office equipment.

Experience:

  • Database Management: 1 year (Required)
  • Office Management: 1 year (Required)

Education:

  • Bachelor’s (Required)

Benefits:

  • Health insurance
  • Vision insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Professional development assistance
  • Tuition reimbursement
2019-08-06T16:38:48+00:00 August 6th, 2019|