Database Administrator

Summary of Responsibilities

Hackley School seeks a Database Administrator to work in the Advancement department. This is a twelve-month, in-person, salaried position. The Database Administrator provides direct support to Advancement staff, manages gift processing and reconciliation with the Finance Office, and oversees data across integrated platforms such as GiveCampus and other third-party fundraising and engagement tools. The ideal candidate is detail-oriented, tech-savvy, and committed to maintaining efficient, accurate systems that drive successful fundraising, engagement, and stewardship efforts. This position is an on-campus position and Hackley does not offer a remote/hybrid work environment.

Reporting Structure

Reporting to the Director of Advancement Services, the Database Administrator plays a critical role in supporting all Advancement operations by maintaining and optimizing our fundraising database Raiser’s Edge/NXT, and ensuring the accuracy and integrity of constituent and gift data.

Specific Responsibilities

• Serve as the primary administrator for configuring, updating, and managing Raiser’s Edge/NXT and for ensuring that all aspects of donor giving and constituent information are accurately recorded and reported
• Manage all aspects of the Raiser's Edge database including, but not limited to, gift processing, event registration processing, data entry, creating queries, exports, reports and dashboards, as well as list management
• Ensure accurate and timely processing, accounting and documentation of gifts and pledges, including those received through Raiser’s Edge and integrated platforms such as GiveCampus and other third-party fundraising and engagement tools
• Monitor activity, in coordination with the Finance office, of bank and brokerage accounts
• Reconcile gifts regularly with the Finance Office to ensure accurate and comprehensive data flow between the departments
• Coordinate the timely preparation, submission, recording and filing of all acknowledgment letters and gift receipts
• Contribute to and maintain policies and procedures that ensure the integrity of all donor data in Raiser’s Edge and other data support systems for constituents and donors
• Maintain constituent records to include updated contact information,  address research, death notices, lost alumni, business information, relationship data, and donor related documents with utmost integrity, confidentiality, and accuracy
• Import, create and link new family and student records; manage year to year data conversion of constituents (e.g., Students to Alumni)
• Coordinate with departments such as Athletics and Admissions to collect and input relevant data into Raiser’s Edge
• Generate daily and monthly financial and donor reports, and support requested documentation during annual audits
• Produce US Mail and email lists for fundraising appeals, alumni outreach, events, and publications (e.g., Annual Report on Philanthropy, Hackley Review, Class Notes)
• Support prospect research and management, in coordination with the Director of Advancement Services
• Stay up to date with software changes across various platforms by participating in webinars, conferences, group sessions, etc., and train staff on new developments as applicable
• Partner with the Director of Advancement Services to develop and implement a plan to fully transition to RENXT, including procedural changes, re-write reports, and train staff
• Assist with event data management including processing and recording event registrations, manage attendee lists, and produce name tags
• Assist Advancement staff with preparation and support before and during staple events such as Alumni Day, Alumni Holiday Reception and Spring Interlude
• Provide administrative support to Advancement staff as needed
• Occasional evening or weekend work may be required
• Other duties as assigned.

Qualifications and Experience

• Bachelor's degree
• Three years of CRM/fundraising database experience
• Experience with gift processing, production of financial and analytical reports and overall database management
• Proficiency in Microsoft Office and Google suite
• Exceptional attention to detail
• Ability to multi-task
• Maintain strict confidentiality
• Proficiency with Raiser's Edge, GiveCampus and Veracross a plus

Skills and Abilities

• Highly effective organizational, planning, and interpersonal skills
• Strong written and verbal communication skills
• Attention to detail and strong organizational, multi-tasking, and prioritizing skills
• Highly effective organizational, planning, and interpersonal skills
• Demonstrates discretion and good judgment along with a high level of integrity and ethical standards
• An interest in and commitment to fully engaging in the Hackley community  
• Ability to maintain a professional and respectful relationship with all constituencies; willingness to listen, share ideas, think critically and grow professionally
• The ideal candidate embodies the school’s core values and models them for others

Salary and Benefits

This position is an on-campus position and Hackley does not offer a remote/hybrid work environment. The compensation range for this 12-month salaried administrator position is $$65,000 - $75,000. Hackley School offers a comprehensive benefits package which includes a medical, dental and vision package; sick and vacation time; life insurance, AD&D and long-term disability insurance; flexible spending or health savings account; tuition remission; and the possibility of on campus housing. 

About Hackley School

Hackley School is a nonsectarian coeducational K-12 independent school located in Tarrytown, NY. Hackley’s mission challenges its community to grow in character, scholarship, and accomplishment, to offer unreserved effort, and to learn from the varying perspectives and backgrounds in our community and the world.

Founded in 1899, Hackley enrolls approximately 860 students, including about 30 five-day boarding students in grades 9-12.  Students experience joy in the classroom and make life-long connections with each other and with our dedicated faculty, 40% of whom reside on campus. Robust extracurricular programming on our 285-acre campus creates unique opportunities for each student to learn and grow beyond the boundaries of the school day. Hackley graduates have the knowledge and confidence to pursue their passions and the drive to make a difference.

Hackley’s four core values are Enter Here to Be and Find a Friend, United We Help One Another, Character Above Intellect, and Go Forth and Spread Beauty and Light. 

Learn more about Hackley at www.hackleyschool.org