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Database Coordinator

Company: Mount St. Mary Foundation
Date Posted: February 2, 2018

Purpose:  The primary role of the Database Coordinator will be to execute the duties necessary to support operations of fundraising activities and gift processing for the Mount St. Mary Foundation Office.  This includes gift entry, database maintenance, database reporting, donor mail preparation, administrative support for special projects, maintenance of deposit files, general clerical work and assisting other staff members as needed.

The Database Coordinator will work closely with the President, the Director of Institutional Advancement, the Director of Finance and the Foundation staff to ensure the success of the school’s various advancement functions. 

Most importantly, the qualified individual will share in and reflect enthusiasm for the mission, spirit and culture of Mount St. Mary Academy with its dedication to the education of young women in the tradition of the Sisters of Mercy. 

General Competencies:

Mission – Knows the mission, vision and values of Mount St. Mary Academy. Personal beliefs and values are in line with day-to-day work.

Commitment – Behavior reflects values, needs and priorities of the organization. Thinks about what is good for everyone as well as self.

Service – Genuinely wants to help others, especially those in need. Gets real satisfaction from serving and helping others. Recognizes other people’s needs and emotions. Tries to remove obstacles to good service.

Attitude Toward Change – Adapts to and works well with a variety of situations, people and groups. Looks for the good that change can bring and deals well with the fearful side of change. Suggests change when appropriate in own job.

Personal Effectiveness – Is willing to do more than is required in a job. Speaks confidently when expressing opinions and making decisions. Takes pride in work. Handles failures as learning experiences.

Achievement Motivation – Sets challenging personal goals and works towards excellence to continue to improve own performance.

Learning Orientation – Values improvement and looks for opportunities to learn. Familiar with the history and operation of Mount St. Mary and the variety of activities here. Able to problem solve in relation to job. Learns well from own and others’ mistakes.

Interpersonal and Team Performance – Builds and maintains good relationships with people at work – within and outside department. Listens well to understand others’ thoughts, feelings and concerns. Works well with others as part of a team, puts group priorities above own.

Respect for Differences – Recognizes and appreciates differences in people – their style, approach and background.

Quality Focus – Makes few errors and maintains high quality by checking work and developing ways to organize work and information. Actively explores ways to improve quality.

Problem Solving – Effectively uses information and critical thinking to recognize problems and work on solutions.

Task Accomplishment – Sees that the work is done within defined time and quality standards. Is able to balance more than one task at a time, set priorities and keep them.

Professionalism – Demonstrates appropriate language, attire, behavior and grooming.

Primary Responsibilities:

Development Operations 

  • Prepares regular reports for the Foundation. 
  • Supports, as appropriate, the work of the Foundation and records minutes for Foundation Board and sub-committee meetings as required.
  • Maintain appropriate professional affiliations, i.e. Association of Fund Raising Professionals (AFP).
  • Supports the production of the MSM Messenger Newsletter/ Annual Report by providing pertinent information/research. 

Database Operations

  • Process donor gifts, to include entering information in database, forwarding deposit report to finance office, acknowledging gifts and reconciling (monthly) donor information between development and finance offices.
  • Prepares and prints donor thank-you letters and acknowledgement cards; prepares for mailing in a timely manner. Goal is a 24 hour turn around (three day maximum) on thank you acknowledgements.
  • Prepares other mailing lists, labels and envelopes as requested.
  • Performs specific database maintenance tasks, including processing of “no mail” requests, makes monthly employee updates (including employee deductions), tracks all pledge commitments and invoices them as required and provides routine maintenance of donor lists for accuracy and completeness.  Generates associated reports as appropriate.
  • Maintains hard-copy files of deposit and gift records and monthly database financial reports.
  • Receives daily obituary listings from admin and adds information to donor records in donor database.
  • Understands and assigns database codes for donor gifts consistent with existing coding schemes and Finance

Department chart of accounts.

  • Generates and disseminates routine reports including, but not limited to, deposits reports, routine monthly reports for Finance department, Donation Summary Reports, obituary and memorial listings reports, donor and memorial listings for newsletter recognition, and pledges due/past due.
  • Prepares special database reports as requested (donor mailings, alumnae mailings, audit, etc.). 
  • Works with development staff to determine most appropriate and efficient manner to input and retrieve information from database (forms/mailings).
  • Trains Development department staff in basic use and entry procedures of Raiser’s Edge database.
  • Is the primary staff contact with Blackbaud.
  • Assists communications director with appropriate donor recognition reports, including the annual Honor Roll report and honor and memorial reports for the Messenger newsletter.

Reporting Relationships and Procedures:

  • Reports to the Director of Institutional Advancement.
  • Any deviations from regular work hours e.g. illness, late arrival, leaving early, are approved by the Director of Institutional Advancement.
  • Regular hours are typically 9:00 a.m. to 3:00 p.m. Monday thru Friday, with an hour unpaid lunch break.
  • Summer hours are typically 8:00 a.m. to 3:00 p.m. Monday thru Thursday with a 45 minute unpaid lunch break.
  • This position is expected to work 25 hours per week. 


  • A personable, professional manner in dealing with volunteers, alumnae, trustees, administrators, staff and students. 
  • Strong interpersonal, communication, and organizational skills.
  • Computer skills to include word processing and data base. Database experience required; Raiser’s Edge and desktop publishing experience preferred.
  • Bachelor’s degree preferred.
  • Ability to be a team player and strategize effectively with other members of the Foundation staff.

To apply please send resume to Director of Advancement, Kirsten Dickins, at  or 501-664-8006


Benefits Eligibility:

Employees who are regularly scheduled to work at least 25 hours per week are eligible for dental insurance, life insurance, long term disability insurance, retirement plan, optional insurances that can be purchased through AFLAC and Section 125 Cafeteria Plan.

This employee will be eligible for ten (10) five-hour days of “personal” paid time off during the year. “Personal” days can be banked at the end of each year, up to a maximum of 60 banked days. Ten (10) additional five-hour days of “vacation” paid time off are available to employees who work in the summer. “Vacation” days may not be carried over from year to year.  This employee has one (1) five-hour floating day of leave, entitled “Birthday” that may not be carried over from year to year.  The length of leave days for employees reflect that of their normal work day. “Personal” and “vacation” paid time off are accumulated at the rate of .8334 days per month, beginning in the month of hire.  In addition, this employee will be excused for bereavement leave up to three (3) days in the event of a death of an immediate family member (spouse, parent, child, brother, sister, grandparent or grandchild). There will be no deduction from “Personal Time Off for bereavement leave.    When absent for more than three days, there must be documentation on file to substantiate reason for use of days.  Policies for cumulative personal time off are outlined in the faculty policy section of the Handbook.  Employee should give reasonable notice to their supervisor when he/she anticipates the need to be absent for any reason.

Part-time employees are not entitled to Federal holiday pay. This employee will only be paid for hours actually worked or paid time off as described above.

Employment Agreement:  Mount St. Mary Academy is an “at will” employer.  Employment may be terminated by Mount St. Mary Academy with or without notice or cause at the discretion of Mount St. Mary Academy.  Employee shall be supportive of the Catholic Christian philosophy, which is the foundation of Mount St. Mary Academy.  Failure to comply with the terms of this contract, ineffectiveness in the performance of duties, lack of professional conduct or for living a lifestyle incompatible with Catholic moral principles will result in the termination of this agreement.

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this job.  They are not intended to be an exhaustive list of the responsibilities, duties and skills required by the individual, which may change from time to time.