Database & Reporting Manager

Reporting to the Head of Finance, with a dotted-line reporting relationship to the Vice President for Advancement, the Database & Reporting Manager serves as the primary contact for Salesforce administration and for advancement systems and tools. The role allocates 50% of its time to Salesforce and Advancement and 50% to other departments, including Admissions, Mission, Marketing, Technology, HR, and Facilities. The manager translates business needs into a proactive portfolio of reliable, self-service reports and dashboards, with a focus on data and reporting. Routine gift data entry is performed by a separate role.

All Hill-Murray employees are expected to support, model, and champion Hill-Murray's mission statement: Hill-Murray empowers students to reach their fullest potential by inspiring them to utilize their God-given strengths to become leaders who will make a positive difference in the world.

RESPONSIBILITIES

Salesforce and Advancement Support — 50%

Salesforce Administration and Data Quality:

• Serve as the primary contact for Salesforce administration, configuration, user support, and advancement systems; coordinate with IT and vendors as needed.
• Maintain accurate, consistent, and secure constituent records; establish data standards, validation rules, duplicate management, and documented procedures.
• Manage data integrations with online giving, event, wealth screening, matching gift, and other software.

Advancement Reporting and Financial Integrity:

• Design and maintain fundraising reports and dashboards for the President, Vice President for Advancement, Foundation Board, and staff, including goals, campaigns, donor retention, participation, and giving trends.
• Define gift, pledge, receivable, and matching gift reporting requirements; establish controls and exception reports to validate records maintained by gift data-entry staff.
• Develop reconciliation reporting between Salesforce and accounting, investigate discrepancies, and maintain audit-ready documentation.

Prospect Management and Donor Stewardship:

• Support prospect research, wealth screening, and portfolio development; maintain prospect ratings, profiles, assignments, and cultivation, solicitation, and stewardship tracking.
• Maintain reliable histories of giving, relationships, communication preferences, and engagement data; create audience segments and mailing lists for campaigns, events, and communications.
• Train Advancement staff on Salesforce capabilities, reporting, and data standards; support personalized stewardship and analyze campaign performance with the Communications Manager.

Schoolwide Data and Reporting Support – 50%

Data and Reporting Inventory:

• Inventory data, existing reports, ownership, definitions, and integrations across Salesforce, Blackbaud Financial Edge, TADS, EduTrak, Infinite Campus, and other school systems.
• Document how data connects across systems; identify authoritative sources, common identifiers, quality gaps, and opportunities to consolidate information.
• Drive future state organizational reporting strategy.

Business Partnership and Self-Service Reporting:

• Work with department leaders to interpret business questions, define reporting requirements, and prioritize a reporting portfolio aligned with operational and strategic needs.
• Build and maintain consolidated reports and dashboards to help leaders monitor performance, identify trends, and make cross-departmental decisions.
• Shift recurring requests into self-service reporting with clear definitions, filters, refresh schedules, and user guidance; train staff to access and interpret results.

Governance and Continuous Improvement:

• Maintain a report catalog documenting purpose, audience, owner, source data, calculations, and refresh cadence; retire duplicate or unused reports.
• Validate reporting accuracy with business owners; establish appropriate access and confidentiality controls for donor, student, family, employee, and financial information.
• Automate recurring reporting where practical, document procedures, and coordinate system and reporting improvements with Technology and vendors.