Job Description

November 19, 2024

Position: Database Manager for Development

Reports to: Sr. Associate Director of Development

Status: Full Time, Exempt

Job Summary: The Database Manager (DBM) serves as the lead person for data and record-keeping for the Development department at Malvern Prep, where this person will be responsible for planning, development, coordination, improvement, and daily management of the activities within the database, including records and gift processing, list and report generation, and for the database performance, integrity, and security, as well as troubleshooting any issues on behalf of the users.  In addition, the DBM is a liaison to the department of Information Technology (IT) and Marketing & Communications. The person in this role embraces Malvern’s mission and core values in all facets of the development process.

Essential Duties:

• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Oversee Raiser’s Edge database information systems including planning, advising, operations, procedures, maintenance, data integrity and training for staff.  
• Using the donor database, input all gifts including cash, securities, credit card processing, paypal, venmo, and matching gifts processing, and then balancing and preparing transmittals for the Business Office. Suggest improvements to procedures as appropriate. 
• Develop and produce queries, exports, reports and profiles accurately and timely as requested by the Development team including analytical, benchmark, demographic, statistical and comparative.      
• Provide database reports and lists for campaigns, gifts, alumni, events and other purposes as needed, for stewardship and development purposes. 
• Research and develop methodologies to determine how best to utilize the Raiser’s Edge database to provide accurate information for the formation and execution of donor strategies.  Report and analyze trends in pledge and gift data. 
• Conduct research of prospects using a variety of resources and produce prospect profiles, prospect reports, event briefings, and database updates. Track prospects and donors through monitoring daily news, online alerts and utilizing internal information, proactively sharing appropriate and relevant details with the Development team. 
• Establish protocols and procedures to protect the integrity of the data in the database and work closely with the Information Technology Department to ensure ongoing communication of any issues and database maintenance, upgrades, and backup. 
• Provide technical training for staff, including use of the database, instituting programs developed specifically for staff in Development. Counsel staff on how best to use data effectively to accomplish the mission of the department. 
• Collaborate with the Marketing & Communications Department in creating campus, alumni, regional and fundraising events for online registrations and then generate reports detailing fees, sponsorships, seating, etc., for specific events
• Provide on-site management of large fundraising events for gift processing and registration fees. ? Implement and promote a customer service philosophy in meeting the information needs of the department and faculty/staff. 
• Update and maintain the accuracy and timeliness of records according to accepted standards, periodically assessing the “health” of the database. Collaborate with the IT department to implement and maintain a comprehensive campus-wide integration of information. 
• Ensure timely, accurate responses to requests for other information from the Raiser’s Edge database.  Prioritize and accommodate competing requests for services according to established priorities.  ? Oversee on-site troubleshooting of software concerns.  
• Assess current and future information services needed, anticipating and planning for growth in utilization of the database to meet departmental needs.  
• Maintain extensive contact with numerous school employees at all levels; regular contact with alumni, parents and friends of the school; some contact with consultants, vendors, auditors and professional colleagues. 
• Provide administrative and registration support for Development Office events as required, which include Homecoming, Reunions, Parent Receptions, Regional Events, Golf Outings, among others. 
• Actively participate in various meetings, such as department, administration, school meetings, etc. while building and maintaining a professional rapport with a broad audience – alumni, donors, parents and all other staff.  

Competencies Required:

• Professional Knowledge: Experience with the design, management, documentation, and maintenance of Blackbaud databases (primarily Raisers’ Edge and RE NXT) including proficiency with queries and reports.  

• Responsiveness: Delivers accurate, substantive, and timely responses to requests for information and feedback. Demonstrates dependability and consistently follows up with others to ensure responsibilities are met.

• Adaptability & Initiative: A proactive, flexible team member who adapts to the changing needs of the development office. Actively contributes expertise and knowledge toward shared goals, working effectively both independently and collaboratively. Self-motivated and driven to create value and achieve outcomes
• Relationship Building: Builds and maintains positive, productive relationships with colleagues and other stakeholders to foster a supportive and collaborative environment.
• Decision Making: Evaluates information, analyzes options, and chooses the best solutions to solve problems. Uses deductive reasoning to apply rules to specific issues and make sound decisions.
• Exceptional Communication Skills: Exhibits exemplary interpersonal skills, engaging effectively with colleagues. Communicates information clearly and listens actively, asking insightful questions. Demonstrates excellent written and oral skills.
• Critical Thinking: Assesses strengths and weaknesses of various approaches to problems, applying analytical skills to identify the best solutions.
• Organizational Proficiency: Prioritizes work efficiently to meet deadlines and maximize productivity. Displays strong organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.

• Technical Competencies: Proficient in Google Workspace and Microsoft Office, with a willingness to learn and stay current in the field of database administration and prospect research. 

To Apply:

Please send the following documents in a single attachment and be sure to include the position title in the subject line. All materials should be forwarded to employment@malvernprep.org .

• Cover Letter
• Resume

Please visit for additional information about our School.

Malvern Preparatory School is an Equal Employment Opportunity Employer. Diversity and inclusion have been and will continue to be an integral component of Malvern Prep's mission.

Qualifications:

• Bachelor’s degree Preferred
• 5+ years database experience (preferably Raisers’ Edge) in an educational institution 
• Technical proficiency required, especially with database application

About Malvern Preparatory School

Malvern Preparatory School is an Independent, Catholic school committed to the Augustinian values of Veritas, Unitas and Caritas, meaning Truth, Unity and Love. Since 1842, the School's tradition has been to prepare young men for college, for leadership, and for life. Malvern educates its students in a caring, student-centered, environment focused on academics while maintaining balance among spirituality, arts, athletics, and activities. Students learn today so that they can lead with integrity tomorrow.

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