Donor Systems Coordinator

Administrator / Full-Time

Thayer Academy, Braintree, MA

Donor Systems Coordinator, reporting directly to the Director of Advancement and Engagement, will provide primary oversight to all donor information systems for the Thayer Academy Advancement and Engagement office, a fast-paced, deadline-driven environment. Responsible for reporting and analysis of data, gift processing, and acknowledgments, as well as managing data import, data entry, data extraction, data integrity, and other related activities. The Donor Systems Coordinator will work closely with the Thayer Academy Business Office, the Registrar, and the Technology team to ensure the proper flow of information across the Thayer Academy campus.

The Donor Systems Coordinator will be the lead contact for data analytics, gift processing, and donor research and management. Data analytics and prospect research by the Donor Systems Coordinator will drive the major gift pipeline, which generates revenue for the Academy.

Systems Management

  • Manages the Raiser’s Edge fundraising database of approximately 20,000 constituent records. Maintaining data integrity, remaining up to date on all system updates, and working closely with gift officers to ensure data and actions collected from donors is recorded in their records.
  • Manages the process of maintaining and updating the database including, but not limited to, performing regular quality checks, annual new student family uploads, obtaining and maintaining constituent email addresses, return address corrections, and periodic audits of donor files and database records.
  • Manages the processing of gifts and pledges into the donor database, including employee payroll withdrawal, in-kind donations, events, solicitations, tributes, and all online giving.
  • Analyzes gifts and constituent data to determine and ensure that donor intent is honored and that all coding conforms to proper protocol and legal requirements.
  • Manages the month-end process, troubleshooting and auditing data as well as performing a monthly reconciliation review with the Business Office.
  • Ensures the generation of acknowledgments for all gifts entered, within 24-48 hours of gift receipt in off-peak times.
  • Manages the pledge fulfillment process including generating pledge reminders twice a year, working with gift officers on follow-up with donors, and conducting a monthly pledge review to ensure all monthly gifts have been received, recorded, and acknowledged properly.
  • Works with gift officers to conduct donor research and maintain donor files, both paper and electronic, in an organized manner.
  • Strategizes with the appropriate staff lead to manage the production of scheduled and on-demand targeted mailing lists, and data pulls in a timely fashion for events, direct mail, email, and other communications campaigns.
  • Performs regular audits to ensure that gift officers are maintaining proper notes and actions on the prospects in their portfolio and leads a monthly pipeline meeting to discuss upcoming prospect proposals.

Reporting Functions

  • Strategizes with Senior Management on a suite of reports to reflect the ongoing success and outcomes of all development efforts.  Creates and generates scheduled and on-demand reports in a timely fashion, including the daily gift reports and weekly one-page updates, and anticipates reporting needs for key meetings including those of the Board of Trustees, Development Committee, and Alumni Board.
  • Oversees the creation, compilation, and editing of all fiscal year-end reports to be included in the Annual Report within two weeks of the end of the fiscal year.
  • Works with matching gift companies when necessary to retrieve gifts, make inquiries, complete documentation, and resolve problems.
  • Creates, reviews, and updates documentation of gift processing procedures, appeals, matching, and recurring gifts.
  • Develops reports and manages the regular distribution of event data: invitation responses, ticket purchases, invoicing sponsorship pledges.

Other Duties

  • Manages the creation of all nametags for special events
  • Attends and assists with all Development Special Events (occasionally on weekends or evenings)
  • Bachelor’s Degree required
  • Experience in data management or related activity with proven accuracy and efficiency preferred
  • Experience in relationship databases preferred, Blackbaud Raiser’s Edge fundraising database experience is most preferred
  • Microsoft Office proficiency with an emphasis in Word, Excel, Google and competency in mail merges
  • Demonstrated ability to use good judgment to handle confidential information sensitively
  • Ability to work on multiple projects simultaneously, prioritize and meet deadlines

Skills/Abilities/Competencies Required

  • Ability to work independently in a self-directed manner and in collaboration with others
  • Able to handle multiple projects accurately
  • Possesses strong attention to detail and accuracy
  • Able to work with and process information in an analytical fashion
  • Demonstrated ability to work collaboratively as part of a team
  • Demonstrated ability to use good judgment and to handle confidential information with a high level of sensitivity ensuring the privacy of donors and prospects
  • Strong math and computer competency required
  • Must have good written and verbal communication skills
  • Maintains a high degree of professionalism
  • Exceptional customer service skills
  • Mature professional judgment
  • Superior follow-through and ability to meet deadlines
  • Strong organizational capabilities
  • Ability to prioritize and manage multiple tasks
  • Unflinching integrity seasoned with humor, perspective, and curiosity

Application Information

  • Please click here to complete an application and upload your resume, cover letter, the names and contact information for three to five references including two present or past supervisors.
  • Equal Opportunity Act: Thayer Academy is an equal opportunity employer. The Academy complies with and adheres to all state and federal anti-discrimination laws with respect to its employment practices. Thayer Academy does not discriminate against any employee or applicant for employment on the basis of race, color, religion, gender, sexual orientation, gender identity and expression, national origin or ancestry, age, or disability, or any other category protected under state or federal law. This policy extends to recruiting, hiring, compensation, benefits, assignment, working conditions, promotions, transfers, termination, re-employment, education, tuition assistance, employee treatment, and all other terms, conditions and privileges of employment. All employment-related decisions are made on a nondiscriminatory basis so as to further the principle of equal employment opportunity.
  • Americans with Disabilities Act: Thayer Academy complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and/or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment.


Thayer Academy

Braintree, MA
Elementary, Middle School, High School
All Gender