Manager, Database & Donor Relations

West Point Grey Academy is seeking a permanent fulltime Manager Database & Donor Relations to join our Advancement Department. Reporting to the Director of Advancement this role plays a key part in stewarding accurate data strong systems and thoughtful processes that support fundraising alumni relations and community engagement.

Great schools thrive on strong relationshipsand those relationships are strengthened by reliable systems clear information and people who care deeply about accuracy service and trust. The Manager Database & Donor Stewardship helps ensure that our Advancement work is grounded in high-quality data sound judgement and a collaborative school-centred approach.

The Impact of this Role:

In this role you will help ensure that:

• Advancement data is accurate current secure and well-governed
  
• Fundraising stewardship alumni and community engagement efforts are supported through credible reporting and collaboration
• Colleagues can make informed decisions using consistent well-structured information
• Donor alumni and family records reflect care respect and confidentiality
• Database processes support both day-to-day operations and long-term advancement goals
  
  

At WPGA youll be directly involved in:

Database Management & Data Integrity

• Managing the schools Advancement database (Raisers Edge) ensuring data accuracy consistency and integrity
  
• Establishing and maintaining standards for data entry coding reporting and governance
• Developing expertise within database to support donor segmentation and growth in preparation for campaigns
• Supporting gift processing donor records acknowledgements and stewardship workflows

Reporting Insights & Decision Support

• Designing and generating timely reports and dashboards to support fundraising campaigns donor stewardship and leadership decision-making
  
• Supporting forecasting segmentation and analysis to inform advancement strategies

Collaboration & Systems Support

• Working closely with Advancement colleagues to understand operational needs and improve processes
  
• Supporting colleagues in using the database effectively through guidance documentation and training
• Partnering with Finance IT Enrolment and other departments where data systems and reporting intersect

Stewardship Privacy & Professional Practice

• Ensuring adherence to privacy legislation donor intent and ethical data practices
• Using database to develop tracking systems to enhance donor and volunteer stewardship
• Participating in department planning goal-setting and reflection

About You

I understand that...

• Advancement data represents real people real relationships and real trust
• Accuracy confidentiality and good judgement are essential in a school and non-profit context
• Strong systems enable meaningful relationship-building and stewardship
• Independent schools rely on collaboration adaptability and shared accountability

I bring experience in

• Managing relational databases or CRMs in a non-profit educational or mission-driven environment
  
• Data integrity governance reporting and process improvement
• Supporting fundraising alumni relations or donor stewardship through data integrity
• Translating complex data into clear usable information for diverse audiences
• Working collaboratively with colleagues who have varying levels of database familiarity
• Mandarin language skills are considered an asset

I am able to...

• Maintain clean reliable and well-structured data across complex record types
  
• Design and deliver reports that support both operational needs and strategic decision-making
• Balance precision with practicality in fast-paced relationship-driven environments
• Communicate clearly and respectfully with colleagues ensuring data practices feel supportivenot gatekeeping
• Apply sound judgement when handling confidential sensitive or incomplete information

I am becoming more...

• Proactive in using data to anticipate needs and improve advancement outcomes
• Strategic in aligning systems and reporting with organizational goals
• Confident in guiding others toward consistent ethical and effective data use
• Attuned to the human impact of database work within a school community

In my work I want to

• Support meaningful connection and generosity within a school community
  
• Build systems that others trust and rely on
• Be a part of a collaborative values-centred Advancement team
• Feel purposeful respected and engaged in work that supports long-term institutional sustainability

Qualifications

• Post-secondary degree or equivalent combination of education and experience in a relevant field such as
  
  • Business Administration
  • Information Management/Information Systems
  • Marketing Communications or Fundraising
  • Nonprofit Management
    
• Progressive experience managing a CRM or donor database

About Us

Founded in 1996 West Point Grey Academy is an independent co-educational day school in Vancouver British Columbia. Set on 18 acres with sweeping views of English Bay and the North Shore mountains we offer future-focused programs to approximately 940 students from Junior Kindergarten to Grade 12.

Our Process

At West Point Grey Academy we use a competency-based hiring process to create consistency reduce bias and focus on what matters mostskills judgement and contribution to our community. Our process is designed to be fair efficient and respectful of the candidates time.

If you require accommodations to fully participate in our process please contact .

1. Screening

At West Point Grey Academy we value strong professional practice and the unique skills each candidate brings. To support a fair efficient and human-centred hiring practice candidates will be asked to respond to a small number of targeted screening questions focused on core competencies relevant to this role.

The screening questions are designed to provide insights into how you approach your work solve problems communicate with others and contribute positively within a school community. Responses will be reviewed thoughtfully and consistently with an emphasis on competencies and alignment with our values rather than writing style or polish.

You may respond directly on the form provided or submit your responses as a single document and upload your file. Use of AI tools is permitted. If you choose to use AI support please include a brief one-line note at the end of your submission confirming how AI was used and how you ensured the responses reflect your own experience and judgment.

2. Initial Conversation (30 minutes)

Successful candidates selected to move forward in the process will be contacted to arrange an informal conversation. This is your opportunity to interview usyou will be able to ask your questions about the school and the role.

3. Authentic Belonging Interview (min 1 hour)

If successful you will progress to final interviews where we will discuss how your experience and practice align with WPGAs expectations and how you could contribute to our school.

Required Experience:

Manager