Database Administrator, Advancement Services

Database Administrator, Advancement Services Reports to:

Director of External Affairs FLSA Status:

Full-Time, Non-Exempt; 40 hours per week

Work Schedule:

12 month position;

July-June Department:

Institutional Advancement Position start date: May 2026 Position Overview The Database Administrator serves as the backbone of the Advancement Office. This role is responsible for the integrity, management, and optimization of our donor database. This position will bridge the gap between technical data management and frontline fundraising, ensuring that gift processing, prospect research, and event logistics are executed with precision to support the school's mission.

Essential Duties & Responsibilities:

Duties may change, and others may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Database Management & Veracross Optimization Serve as the primary administrator for the Veracross Advancement module. Maintain data integrity through regular audits, global updates, and duplicate management. Manage cyclical data processes and partnerships with admissions (Revena), wealth screenings, NCOA, auction platform, etc. Build and maintain complex queries, exports, and dashboards to track fundraising progress and KPIs. Train Advancement staff on database best practices and new Veracross features. Gift Processing & Receipting Oversee the end-to-end gift entry process for all donations (Annual Fund, Auction, Capital Campaign, Endowments). Ensure timely and accurate generation of tax receipts and personalized acknowledgement letters. Manage pledge tracking, recurring gifts, and matching gift programs. Provide weekly reporting to advancement colleagues, including gift and action reports Collaborate with the Business Office for monthly and year-end reconciliation, and audit preparation. Prospect Research & Analytics Utilize Veracross and third-party wealth screening tools to identify and profile major gift prospects. Maintain updated records on donor interests, affiliations, and giving capacity. Produce briefing profiles for the advancement team, Head of School and Board of Trustees Donor and Volunteer Stewardship Design and automate stewardship dashboards that track donor retention rates, giving levels, and "moves management" progress for the development team. Segment donor and volunteer databases using RFM (Recency, Frequency, Monetary) analysis to identify candidates for upgraded giving or specialized recognition societies. Generate impact reports that correlate volunteer hours and donor contributions, providing the raw data needed to tell a compelling story of community engagement. Configure automated "milestone alerts" to notify staff of significant donor anniversaries, birthdays, or reaching new lifetime giving tiers. Event Management Support Manage registration and attendance data for all advancement events Create online giving and registration forms within the Veracross portal. Provide on-site data support for check-ins, seating charts, and post-event ROI reporting.

Supervisory Responsibilities:

None Education and Experience:

A Bachelor's degree is required, preferably in Computer Science, Information Management, or a related field. Experience working in an educational setting is required. Minimum of 3 years of experience working with a donor databases is required. A strong preference for Veracroos or a similar system, such as Raiser's Edge/Blackbaud. Experience with auction platforms.

Technology Skills :

Proficiency in using Veracross or other student information system is required.

Expertise in using Google Workspace for Education and Microsoft Office 365 tools, particularly to support data management, is required.

Competencies:

Financial Literacy:

Deep understanding of IRS regulations regarding charitable contributions and gift substantiation.

Analytical Mindset:

Proficiency in Excel and the ability to translate "data speak" into actionable insights for fundraisers. Attention to

Detail:

A passion for accuracy—ensuring every gift record is correct.

Quaker Alignment:

A commitment to the Friends Academy mission and the ability to handle sensitive donor information with the utmost discretion and integrity.

Salary:

The expected salary range is $50,000-$65,000. The actual compensation will be based on the candidates' relevant and transferable years of service, and other factors, which include internal peer equity, the market and other organizational considerations. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. Interested candidates should submit a resume and cover letter for consideration. Phone calls will not be accepted . Visit our career page to learn why FA is a great place to work!

Physical Requirements and Work Environment:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to talk; finger; grasp; sit for extended periods of time; and repetitive motion.

Sedentary work:

possibly exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, or otherwise move objects. Stand and sit for long periods of time. The ability to move from building to building and around campus grounds. This position is not substantially exposed to adverse environmental conditions. The noise level in the work environment is usually low to moderate and occasionally high. Our Commitment to

Diversity:

Friends Academy is committed to our guiding principles of diversity, equity, and inclusion. We welcome candidates representing the diversity of the world as we deepen and elevate our educational program. Friends Academy is an equal employment opportunity employer committed to hiring and retaining exceptional, dedicated people of diverse backgrounds. We consider qualified individuals for employment with the School regardless of age, color, disability status, gender identity or expression, genetics, national origin, race, religion, sex, sexual orientation or any other characteristic protected by federal, state or local laws. It is Friends Academy's policy to comply with all applicable laws pertaining to nondiscrimination and equal opportunity. We invite you to visit our FA Diversity, Equity + Inclusion webpage.

Pay:

$50,000.00 - $65,000.00 per year

Benefits:

401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Tuition reimbursement Vision insurance

Education:

Bachelor's (Required)

Experience:

donor database: 3 years (Required) Ability to

Commute:

Locust Valley, NY 11560 (Required)

Work Location:

In person Database Administrator, Advancement Services Friends Academy Database Administrator, Advancement Services Reports to:

Director of External Affairs FLSA Status:

Full-Time, Non-Exempt; 40 hours per week

Work Schedule:

12 month position;

July-June Department:

Institutional Advancement Position start date: May 2026 Position Overview The Database Administrator serves as the backbone of the Advancement Office. This role is responsible for the integrity, management, and optimization of our donor database. This position will bridge the gap between technical data management and frontline fundraising, ensuring that gift processing, prospect research, and event logistics are executed with precision to support the school's mission.

Essential Duties & Responsibilities:

Duties may change, and others may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Database Management & Veracross Optimization Serve as the primary administrator for the Veracross Advancement module. Maintain data integrity through regular audits, global updates, and duplicate management. Manage cyclical data processes and partnerships with admissions (Revena), wealth screenings, NCOA, auction platform, etc. Build and maintain complex queries, exports, and dashboards to track fundraising progress and KPIs. Train Advancement staff on database best practices and new Veracross features. Gift Processing & Receipting Oversee the end-to-end gift entry process for all donations (Annual Fund, Auction, Capital Campaign, Endowments). Ensure timely and accurate generation of tax receipts and personalized acknowledgement letters. Manage pledge tracking, recurring gifts, and matching gift programs. Provide weekly reporting to advancement colleagues, including gift and action reports Collaborate with the Business Office for monthly and year-end reconciliation, and audit preparation. Prospect Research & Analytics Utilize Veracross and third-party wealth screening tools to identify and profile major gift prospects. Maintain updated records on donor interests, affiliations, and giving capacity. Produce briefing profiles for the advancement team, Head of School and Board of Trustees Donor and Volunteer Stewardship Design and automate stewardship dashboards that track donor retention rates, giving levels, and "moves management" progress for the development team. Segment donor and volunteer databases using RFM (Recency, Frequency, Monetary) analysis to identify candidates for upgraded giving or specialized recognition societies. Generate impact reports that correlate volunteer hours and donor contributions, providing the raw data needed to tell a compelling story of community engagement. Configure automated "milestone alerts" to notify staff of significant donor anniversaries, birthdays, or reaching new lifetime giving tiers. Event Management Support Manage registration and attendance data for all advancement events Create online giving and registration forms within the Veracross portal. Provide on-site data support for check-ins, seating charts, and post-event ROI reporting.

Supervisory Responsibilities:

None Education and Experience:

A Bachelor's degree is required, preferably in Computer Science, Information Management, or a related field. Experience working in an educational setting is required. Minimum of 3 years of experience working with a donor databases is required. A strong preference for Veracroos or a similar system, such as Raiser's Edge/Blackbaud. Experience with auction platforms.

Technology Skills :

Proficiency in using Veracross or other student information system is required.

Expertise in using Google Workspace for Education and Microsoft Office 365 tools, particularly to support data management, is required.

Competencies:

Financial Literacy:

Deep understanding of IRS regulations regarding charitable contributions and gift substantiation.

Analytical Mindset:

Proficiency in Excel and the ability to translate "data speak" into actionable insights for fundraisers. Attention to

Detail:

A passion for accuracy—ensuring every gift record is correct.

Quaker Alignment:

A commitment to the Friends Academy mission and the ability to handle sensitive donor information with the utmost discretion and integrity.

Salary:

The expected salary range is $50,000-$65,000. The actual compensation will be based on the candidates' relevant and transferable years of service, and other factors, which include internal peer equity, the market and other organizational considerations. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. Interested candidates should submit a resume and cover letter for consideration. Phone calls will not be accepted . Visit our career page to learn why FA is a great place to work!

Physical Requirements and Work Environment:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to talk; finger; grasp; sit for extended periods of time; and repetitive motion.

Sedentary work:

possibly exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, or otherwise move objects. Stand and sit for long periods of time. The ability to move from building to building and around campus grounds. This position is not substantially exposed to adverse environmental conditions. The noise level in the work environment is usually low to moderate and occasionally high. Our Commitment to

Diversity:

Friends Academy is committed to our guiding principles of diversity, equity, and inclusion. We welcome candidates representing the diversity of the world as we deepen and elevate our educational program. Friends Academy is an equal employment opportunity employer committed to hiring and retaining exceptional, dedicated people of diverse backgrounds. We consider qualified individuals for employment with the School regardless of age, color, disability status, gender identity or expression, genetics, national origin, race, religion, sex, sexual orientation or any other characteristic protected by federal, state or local laws. It is Friends Academy's policy to comply with all applicable laws pertaining to nondiscrimination and equal opportunity. We invite you to visit our FA Diversity, Equity + Inclusion webpage.

Pay:

$50,000.00 - $65,000.00 per year

Benefits:

401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Tuition reimbursement Vision insurance

Education:

Bachelor's (Required)

Experience:

donor database: 3 years (Required) Ability to

Commute:

Locust Valley, NY 11560 (Required)

Work Location:

In person