Position Title: Advancement Services & Database Manager
Position Type: Full-time
Department: Advancement
Classification: Exempt
Reports To: Executive Director of Advancement Operations & Annual Giving
The Advancement Services & Database Manager performs the critical function of maintaining the Raiser's Edge NXT donor database and related applications for the Advancement department — ensuring the integrity, accuracy, and strategic utility of constituent data that powers TMI's fundraising program.
The Advancement Services & Database Manager is responsible for database cleanup, daily entries, custom reporting, gift processing collaboration, and records maintenance. The role also includes translating data into actionable information for gift officers, supporting stewardship and acknowledgement workflows, and serving as the subject matter expert for the CRM across the advancement team. Working in close partnership with the Executive Director of Advancement Operations & Annual Giving, this person ensures that TMI's donor database functions as a genuine fundraising engine — not simply a record-keeping system.
The Advancement Office at TMI Episcopal is highly responsive to the needs of others and maintains high standards of confidentiality and integrity. The environment is busy, fast-paced, and team-oriented. The ideal candidate will be detail-oriented, technologically proficient, and deeply committed to data accuracy and donor confidentiality
- Oversee the daily functions of Raiser's Edge NXT CRM and related applications, including security settings, user privileges, and system integrations, while ensuring data integrity and alignment with TMI's Advancement SOPs and Gift Acceptance Policies
- Implement and enforce data entry best practices and standards; ensure the accuracy and integrity of constituent records in partnership with the Executive Director of Advancement Operations & Annual Giving
- Design and produce accurate queries, imports, exports, reports, and mailing lists for appeals, newsletters, event invitations, donor recognition, and solicitation outreach in a timely and systematic manner
- Manage timely entry of pledges and gifts; produce receipt and acknowledgement letters; track stock and wired gifts; process matching gift requests; manage payroll deduction programs; and track gifts to all appeals including The TMI Fund, capital campaigns, and other fundraising initiatives
- Generate pledge invoices and support pledge tracking in collaboration with the Executive Director of Advancement Operations & Annual Giving
- Ensure that the policies and procedures in the TMI Stewardship Standard Operating Procedures (SOP) manual are being followed and kept up to date
- Collaborate with the Advancement Coordinator to ensure that event data is captured and stored accurately in Raiser's Edge NXT
- Pull donor lists for the Annual Report and complete the annual NAIS/DASL survey
- Serve as the subject matter expert for the Raiser's Edge NXT donor database across departments; provide training and guidance to advancement team members on CRM use
- Design, build, and deliver complex custom reports, dashboards, and donor segment lists to facilitate the work of the advancement team, including trend analysis and solicitation performance reports
- Collaborate closely with the business office to set up new funds and campaigns, reconcile donations, and produce accurate giving reports
- Maintain the assignment of solicitors and portfolio notes for prospective donors in the database
- Utilize donor screening data to identify and recommend major gift prospects not currently under active assignment
- Research prospects and prepare briefing materials for gift officers and leadership
- Stay abreast of new and developing tools, technology, and processes in advancement services; make recommendations regarding updates, upgrades, or new tools as needed
- Assist with implementation of Raiser's Edge NXT CRM upgrades in collaboration with IT and the Executive Director of Advancement Operations & Annual Giving
- Support pre- and post-event tracking and data reconciliation
- Ensure ethical and confidential management of all donations and constituent data in the database
- Provide customer service as a member of the Advancement Office by interacting with constituents of all levels and supporting donor recognition and cultivation activities as needed
- Additional duties as assigned
- Bachelor's degree from an accredited college/university required.
- Excellent interpersonal skills both in person and by phone, with high professionalism
- Proficient in the latest versions of Microsoft Office and donor management software, mail merges, email, and web searches
- Working knowledge of Raiser's Edge NXT or comparable customer relationship management software; demonstrated ability to build queries, generate reports, and manage constituent data with precision
- Working knowledge of special event management software
- Demonstrated ability to input raw data into donor databases using independent judgment skills
- Excellent communication skills, including writing, proofreading, and speaking
- Ability to manage multiple projects and work assignments, meet deadlines with little supervision, and work occasional evenings and weekends
- Ability to work independently as a self-starter and as a collaborative team member
- Strong attention to detail and a deep commitment to maintaining accurate, confidential records
- Demonstrated problem-solving skills and ability to take initiative
- The Advancement Services & Database Manager should be detail-oriented, have a love for data and analytics, possess a strong work ethic, provide outstanding customer service, and be able to build relationships with internal and external customers
Must have at least three (3) years of database or software management and constituent relations experience in a nonprofit or fundraising environment. Raiser's Edge NXT or other advancement database customer relationship management experience preferred.
May be required to stand or sit for long periods of time while providing instructions or in monitoring volunteers and activities. May have to lift folders, files, papers, equipment, and other such items weighing up to approximately 25 lbs.
The Advancement Services & Database Manager has a hybrid flex work schedule. For hours worked in-person, the office is located inside a building with no hazardous or significantly unpleasant conditions. May be exposed to outdoor elements while supporting advancement and school events.
