Reports to: Director of Advancement

FTE: Full-Time, Year-Round

When Needed: Immediately

University Prep is seeking a talented, compassionate, and engaging Advancement Database Coordinator to help us advance our vision of being an inclusive community of learners that provides an outstanding education for each individual in a diverse student population. We are looking for someone who can work effectively independently as well as part of a team. We need a leader who understands best practices in database maintenance, and can help the school reach its strategic planning goals. We are looking for staff and faculty who share our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. If that sounds like you, we’d like to hear from you. Salary is competitive with public and independent schools. University Prep offers an excellent benefits package, opportunities for professional development, and an extraordinary work environment.

Who We Are:

University Prep is an independent 6-12 school located in an urban residential section of Seattle, WA, one of the country’s most diverse and dynamic cities.  We are a strong and vibrant community of students, families, faculty, staff, and alumni who collaboratively create an exceptional educational experience for every student. The school is a place of great teaching and joyful learning; a community that joins together to raise our students to be caring and productive adults; a place where all students and families have equitable access to all the school has to offer, and a place where we aspire for every family and student to feel equally enfranchised and at home. To us, diversity and inclusivity are not addenda, they are embodied in all facets of our school culture.  University Prep believes that our shared values of integrity, respect, and responsibility are essential to accomplish our mission of developing each student’s potential to become an intellectually courageous, socially responsible citizen of the world.

Job Summary:

The Advancement Database Coordinator is responsible for all aspects of advancement data management in Veracross including entering all gifts, updating contact information, and recording donor engagement. Designs queries and provides data analysis and reporting to help drive advancement strategy for the department. Supports two annual fundraising efforts: our annual Puma Fund campaign in the fall and the UPrep Together fundraising event in the spring. Manages all aspects of donor tracking and donor solicitation meetings, correspondence, pledges, payment schedules, and pledge reminders. Supports other advancement efforts including special events, mailings and collateral, and running reports for the Business Office.

Key Areas of Leadership:

• Gift entry, acknowledgement, reporting, and reconciling accounts
• Data support for all fundraising efforts, including campaigns and events
• Maintenance of constituent records
• Data queries, analysis, tracking, and reporting

Specific Responsibilities:

• Enters all gifts including corporate matching gifts, stock gifts, wire transfers, and gifts from foundations
• Generates, mails, and tracks donor acknowledgement letters and pledge reminders based on pledge installment schedules
• Prepares monthly and year-end reports and reconciles with the Business Office
• Provides constituent lists for all solicitation mailings, collateral materials, and events
• Works closely with the Director of Advancement and the Associate Director of Advancement to track and analyze data with a strategic focus to inform department decisions
• Manages all capital campaign information including tracking engagement and correspondence as Veracross “events”, recording pledges, setting payment schedules, and monthly pledge reminders
• Produces periodic campaign progress reports as requested for the Campaign Working Group, Advancement Committee, and Board of Trustees
• Produces annual tax acknowledgement letters in January and donor recognition letters in June
• Supports Puma Fund by maintaining detailed tracking of fundraising progress throughout campaign
• Supports UPrep Together by tracking registration and gift processing in auction software, Greater Giving
• Compiles donor information for Annual Report and UPrep Magazine
• Updates and maintains accuracy of all contact information and manages a yearly data clean up
• Works closely with UPrep Tech Team and Business Office to successfully close each fiscal year
• Analyzes iWave information and imports to Veracross, flags prospects for team
• Builds donor profile templates for each prospective donor and incorporates information received from the prospect researcher
• Serves as point of contact for contracted prospect researcher
• Supports Advancement team with event preparation and registration as needed
• Assists with stewardship efforts as needed
• Ensures printers are in working order, maintains stationery and supplies for department
• Completes INDEX and IRS 990 (CASE and PNAIS) annual reports on school fundraising activities
• Coordinates with other school departments including the Main Office, Registrar, and Admissions Office on Veracross shared responsibilities and best practices
• Performs other duties as assigned

Additional:

• Appreciates the mission, vision, and values of UPrep
• Vigorously engages in their own professional development
• Actively participates in the life of the school
• Performs other duties as assigned