Manager of Database and Advancement Services
Oakton Community College
For over 40 years, Oakton Community College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.
Paid winter break
FRIDAYS OFF during the summer
Basic Function and Responsibility:
Responsible for advancement department's constituent relationship management database and records management related to data health and integrity. Establishes database entry standards, sets-up online giving appeals tied to appropriate funds and appeal codes, and compiles reports and lists needed to conduct fundraising and stewardship activities. Validates gift entry for processing, conducts prospect research and assists with financial recordkeeping.
Characteristic Duties and Responsibilities:
Manages the Raisers' Edge donor database, including setting database standards, streamlining monthly reporting, maintaining operational procedures manual, and identifying/providing training for staff. Responsible for complex reports, queries, exports, and imports to database, dashboard reports, fundraising reports and comparison reports. Coordinates with finance function to mirror chart-of -accounts and collaboration on new fund set up between Raisers Edge and Financial Edge for appropriate systems handoff when gift processing to financial management system. Imports data from registrar and other sources as needed to add constituents to the database in alignment with coding standards.
Responsible for data integrity and health updates for NCOA, duplicate identification, returned mail, and merge as needed. Conducts database clean-up, including reconciling constituent codes, removing/combining duplicate records, standardizing addresses, and restructuring relationship codes to match needs of development and alumni functions. Runs quarterly database health tools to update addresses, phone and email records, and deceased information.
Responsible for operational functions of the Foundation including: validating daily gift/batch processing, generating mailing lists based on selected parameters for fundraising and stewardship purposes, setting up and refreshing gift receipt/acknowledgement letters in system for automated generation, generating reporting for monthly pledge reminder and past due, pulling donor contact information and oversight of annual donor fund stewardship reports utilizing financial statement data validated by finance, weekly fundraising reports, annual donor tax statement, set up of gift club levels and generation of annual honor roll of donors to include consecutive years giving, maintain registry of all named spaces throughout both campuses including the Performing Arts Center and campus trees, and campaign reporting.
Responsible for Foundation's prospect management systems, researching, benchmarking, and tracking. Identifies and qualifies major gift prospects. Creates prospect profiles for Foundation staff, Board members and volunteers and stores in donor database. Supports board committees with the development and tracking of prospects.
Manages vendor relationship with Blackbaud (including The Raiser's Edge, Target Analytics, and Blackbaud Merchant Services) to evaluate new software upgrades and modules, resolves system support issues and escalated software support questions.
Works with Foundation staff and College Relations department to coordinate operational aspects of online giving and online event registration. Provides website updates to College Relations related to Foundation and Alumni web pages, including monthly updates, photo gallery and videos as needed.
Generates data and responds to annual Volunteer Survey of Education (VSE) national study, using data miner tool for national benchmark comparison.
Serves as primary backup for the Manager of Finance and Operations to assist in the accounting and financial reporting functions.
Supports Foundation staff in committee meetings with preparation of reports and data as requested. Serves as backup to Development Specialist in producing meeting minutes for core committees as needed. Attends Foundation Board meetings and other committees as requested.
Serves as Foundation's liaison to Information Technology and College Relations.
Provides support and set up for Foundation and College events as needed. Ensures proper event set up in Raisers Edge, including sponsorship packages, ticket pricing, etc. in conjunction with development team.
Interviews, trains, and organizes workflow of student workers to conduct address update and other operational and database support tasks.
Exercises discretion in handling confidential materials.
Performs other job-related duties as assigned.
Functional supervision is received from the Sr. Manager of Foundation Finance and Operations.
Administrative supervision is received from the Chief Advancement Officer.
Supervision Exercised: Functional supervision of student workers as needed.
HOURS: Monday through Friday
For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.
Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application. One (1) of the references must be your most recent, direct supervisor.
Oakton Community College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton Community College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.
Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.