Development Database Manager

University Prep is seeking a talented engaging and compassionate Development Database Manager. Our staff and faculty share our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. We need a leader who understands best practices in database management and thrives on working independently as well as part of a team. If that sounds like you wed like to hear from you.

Who We Are:

Job Summary:

Under minimal supervision the Development Database Manager serves as the primary steward of the schools donor data and development systems. This role provides analytical and operational support for all fundraising initiatives including annual giving capital campaigns major gifts and special events through expert management of Veracross Boost My School and complementary platforms. Working in close partnership with the Business Office IT Department and school leadership this position ensures data accuracy financial compliance and strategic reporting while handling sensitive donor data with discretions.

Key Areas of Responsibility

Database Administration and Data Integrity

• Systems Expertise: Serve as the primary Veracross and Boost My School expert for the Development team establishing data entry standards and advising on database best practices
• Data Maintenance: Manage and execute the annual database cleanup process to ensure up-to-date and accurate constituent contact records giving histories and engagement notes
• Software Integrations: Manage all data imports and integrations into Veracross from third-party platforms (e.g. Greater Giving iWave)
• Cross Departmental Collaboration: Coordinate with the IT Department Registrar Admissions and the Main Office on Veracross shared responsibilities systems infrastructure improvements and data pipelines
• Process Optimization: Regularly evaluate database processes to implement enhancements document standard operating procedures and explore AI-enabled tools to increase operational efficiency

Gift Processing & Business Office Collaboration

• Gift & Pledge Entry: Securely process and enter all gift-related data (including corporate matching gifts stock gifts wire transfers and foundation/DAF grants) and post pledge commitments into Veracross
• Check Management: Deliver physical checks to the Business Office immediately upon arrival to facilitate timely reconciliation and deposit
• Financial Reconciliation: Partner closely with the Business Office to reconcile individual gifts fund designations pledge records and recurring donation reports
• Reporting Pipeline: Provide weekly monthly and annual financial reports to the Business Office including specialized year-end reports to reconcile between general Veracross data and Veracross Development modules
• Campaign Setup: Collaborate directly with the CFO to structure and set up new fundraising campaigns within Veracross
• Fiscal Year Close: Work dynamically with the Business Office staff throughout the fiscal year-end close process to support the schools financial audit

Reporting Analytics & Compliance

• Compliance Reporting: Complete comprehensive annual benchmark reporting for INDEX NAIS (DASL) and the IRS Form 990 tracking data such as daily cash receipts month-end reports and specialized year-end audit reports
• Stewardship & Tax Materials: Produce and distribute annual tax acknowledgement letters (January) donor recognition lists (July) and periodic progress/stewardship reports for endowment
• Strategic Analytics: Design and maintain recurring dashboards queries and reports for Development leadership the Development Committee and the Board of Trustees to analyze giving trends and campaign performance
• Publications Support: Compile up-to-date donor listings fundraising results and metrics for the Impact Report Annual Report and UPrep Magazine

Campaign Event and Team Support

• Campaign Tracking: Maintain tracking documents and execution lists for major campaigns including the Puma Fund Capital Campaigns and donor pipelines
• Raise the Paddle Fundraising Event Coordination: Manage auction items forUPrep Together overseeing incoming payments tracking registration and ensuring correct financial coding in tandem with the Business Office
• Prospect Research Support: Partner with the Development team to identify flag and create comprehensive donor profile templates for prospective donors to support cultivation meetings.
• General Departmental Assistance: Generate targeted constituent mailing lists for solicitations and publications and assist the broader team with event preparation registration and post-event follow-up

General Responsibilities

• Appreciate support and advocate for the mission vision and values of UPrep
• Actively participate in the life of the school and cultivate positive community relations with all constituencies
• Vigorously engage in personal professional development
• Comply with the school policies regulations and safety/security protocols
• Perform other duties as assigned

Education and Experience:

• Bachelors degree from a 4-year college or university or equivalent required
• Minimum two years of experience in non-profit development environment preferred
• Proven expertise with Veracross (or an equivalent complex donor database) and independent school experience highly preferred

Required Knowledge Skills and Abilities:

• Proficient at working in a Microsoft Windows environment using current versions of Office; ability to master common automated systems for record-keeping and confidently learn new technology
• Excellent organizational and project management skills
• Excellent verbal and written communication skills
• Demonstrated ability to coordinate and prioritize multiple tasks and to manage details and deadlines
• Demonstrated ability to work independently and as a team member
• Ability to maintain confidential information
• Flexibility maturity and a sense of humor
• Commitment to diversity equity inclusion and belonging
• Ability to talk on the phone
• Ability to sit and keyboard up to 8 hours per day
• Ability to lift up to 25 pounds
• Ability to work some evenings and weekends
• Some travel required