Database and Operations Advancement Associate
Summary
Manages donor databases, processes gifts, and supports fundraising events for a K-12 school using Veracross and event software.
MAIN AREAS OF FOCUS AND RESPONSIBILITY
Serve as the primary database administrator
- Process all gifts to CAIS
- Quarterly reconciliation with the business office
- Support yearly audit (July)
- ShowCAIS (annual fundraising gala) support
SPECIFIC DUTIES (not limited to)
Donor Recognition
- Oversees and manages the gift entry and acknowledgment process, ensuring accurate and timely processing of gifts and pledge reminders through Veracross.
- Prepares and sends timely gift acknowledgment emails and annual gift acknowledgment letters for tax purposes.
Database and Software Management
- Develops and maintains efficient systems in Veracross for data entry and clean up, gift processing, and donor moves management. Creates and pulls database queries from Veracross as requested.
- Assists the Assistant Director and Director of Advancement in analyzing data to determine giving trends and outcomes for the department.
- Manages updates, upgrades, and reporting issues related to the Veracross database.
- Future software research, implementation, and management (i.e. peer-to-peer fundraising platforms and/or event software).
- Work with the Director of Advancement to create reports related to major/ leadership donors that will help guide cultivation and stewardship efforts.
Donor Services Research and Management
- Collaborates with the Business Office to ensure that all gift revenues are properly recorded; provides quarterly gifts reconciliation.
- Works with the Business Office to provide documentation needed for annual audits (July)
- Manages pledge tracking and reminder process to ensure pledge fulfillment of annual fund and ShowCAIS before fiscal year end.
- Pulls, reviews, and updates mailing lists for the department’s direct mail campaigns.
- Regularly enters gifts into Veracross using CASE standard protocols.
ShowCAIS (Annual Gala) Support
- Outreach support to secure online auction items.
- Enter sponsorships, online auction items, live auction packages, and ticket sales data into event software, ensuring accuracy.
- In-person event day support (May 8, 2027)
Additional Duties
- Event support — work with the Parent Engagement and Events Manager to execute cultivation and stewardship events.
- Annual Fund — work with the Assistant Director of Advancement on the Annual Fund as needed.
Other duties as assigned by the Assistant Director of Advancement