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Advancement Database Manager

University Prep
Washington, United States
Salary Commensurate with experience
Closing date
Feb 17, 2022

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Reports to: Director of Advancement

FTE: Full-Time, Year-Round

When Needed: Immediately

University Prep is seeking a talented and well-organized Advancement Database Manager 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 independently as well as part of a team. 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, wed 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. Position is open immediately.


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 students potential to become an intellectually courageous, socially responsible citizen of the world.


The Advancement Database Manager is responsible for all aspects of advancement data management in Veracross including entering all gifts, producing acknowledgement letters and pledge reminders, updating contact information, and recording donor engagement. This person designs queries and provides data analysis and reporting to support our two annual fundraising efforts: Puma Fund in the fall and the UPrep Together spring event. The Advancement Database Manager is responsible for tracking all details related to donor solicitation meetings, correspondence, pledges, payment schedules, and pledge reminders for both Puma Fund and the Capital Campaign. Additional responsibilities include supporting advancement special events, mailings and collateral, and producing reports for the Business Office. The Advancement Database Manager will provide prospective donor research and profiles, and will assist in staffing the advancement and campaign committees as needed.


Gift entry, acknowledgement, reporting, and reconciling accounts with the Business Office Data support for all fundraising efforts, including campaigns and events Maintenance of constituent records in Veracross Donor research and family profiles Maintenance of capital campaign internal tracking documents 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, creates payment schedules, and sends monthly pledge reminders Prepares monthly and year-end reports and reconciles with the Business Office Provides constituent lists for all solicitation mailings, publications, collateral materials, and events Works closely with the 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 both in Veracross and on an internal document Produces periodic campaign progress reports as requested for the Campaign Committee, Advancement Committee, and Board of Trustees Produces annual tax acknowledgement letters in January and donor recognition letters in July 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 up-to-date results and donor information for Annual Report and UPrep Magazines Updates and maintains accuracy of all contact information and manages a yearly data clean up Works closely with the UPrep Tech Team and Business Office to successfully close each fiscal year Analyzes iWave information and imports to Veracross, and works with the Alumni and Engagement Manager to flag donor prospects for Advancement and Admissions teams Creates donor profile templates for each prospective donor, assists in preparation for capital campaign meetings, and collaborates with the Director of Advancement to build the donor pipeline Supports Advancement team with event preparation, registration, post-event follow-up, and stewardship as needed Creates annual performance and stewardship reports for our endowment donors 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  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  EDUCATION AND EXPERIENCE: Bachelors degree from a 4-year college or university or equivalent required Minimum two years of experience in non-profit advancement environment preferred Veracross or equivalent donor database expertise preferred Independent school experience preferred  REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Proficient at working in a Microsoft Windows environment (Windows 10 or higher), 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 maintain pleasant and effective relationships with colleagues and constituents, and to work independently and as a team member Ability to maintain confidential information Commitment to diversity, equity, and inclusivity Ability to talk on the phone Ability to sit and keyboard up to 8 hours per day Ability to lift up to 25 pounds Some travel required Position open until filled. No phone calls or drop-ins please.

Thank you for your interest in University Prep and this position.

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