Advancement Database Administrator

Administrator / Full-Time

Fay School, Southborough, MA

Advancement Database Administrator

Beginning Immediately


The Advancement Database Administrator manages the Advancement Office’s processes for recording and acknowledging gifts promptly; producing accurate lists for various advancement projects; producing analytical reports; ensuring the accuracy and depth of our database; and ensuring full compliance with the School’s data security standards. The Advancement Database Administrator reports to the Director of Advancement, works as a member of the Advancement Team, and supports the fundraising and constituent giving goals of the School. This is a full-time, year-round, in-person, non-exempt position and is eligible for benefits. The normal work schedule is 37.5 hours per week, Monday through Friday.


The ideal candidate will have at least three years’ experience working with database systems in a networked environment. A bachelor’s degree or equivalent experience is required. Candidates should have proven experience using Microsoft Excel or Google Sheets to organize, manipulate, and report data. Proficiency using Microsoft Word and Google Docs is expected. Experience using Blackbaud’s Raiser’s Edge in a school or other non-profit environment is strongly preferred. 

Candidates must demonstrate a high degree of detail-orientation, computer literacy, and database aptitude, and they must possess strong problem-solving, communication, teamwork, and organizational skills. High standards for customer service and professionalism are expected. The habits of being proactive and meeting deadlines are essential. Discretion in handling confidential information is mandatory. 

Responsibilities include, but are not limited to:

  • Processing all donations, from entering gifts into the database; to producing and mailing/emailing gift acknowledgment letters; to providing excellent customer service to donors, their representatives, and other associated personnel who require administrative support during the gift-giving process.
  • Collaborating with the Business Office to reconcile all donations and to oversee gift-processing mechanisms.
  • Coordinating small and large solicitation mailings, both in-house and by working with external vendors.
  • Producing accurate lists for other advancement projects.
  • Continuously improving the accuracy, depth, and integrity of the Advancement database.
  • Processing new constituent data, updating records for existing constituents, and managing the annual database roll-over.
  • Assisting with the production of fundraising reports, forecasts, and prospect lists.
  • Working with Advancement information vendors to generate and analyze reports facilitated by these vendors.
  • Conducting fundraising-related research projects.
  • Collaborating with colleagues in other school offices on data-related projects.
  • Assisting with the establishment of standards for data entry and usage, and documenting these standards, to further improve the efficiency and productivity of the Advancement Office.
  • Serving as a member of the school-wide Data Committee.
  • Ensuring compliance with school-wide standards for data security.

At Fay, faculty and staff engage in and support school-wide equity and inclusion efforts. Fay seeks candidates who will reflect and enhance the diversity of our school community. 

Fay School is an equal opportunity employer and does not discriminate on the basis of race, color, religion or creed, national or ethnic origin, gender, gender identity, sexual orientation, genetic background, age, disability, military service, or any other category protected under applicable law, in its hiring, employment or other programs and activities.

Fay School

Southborough, MA
Elementary, Middle School, High School
Boarding, Day
All Gender