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Advancement Services & Database Coordinator - Fraser Academy

Vancouver, BC

Job Description

Kindly visit the Fraser Academy website here: https://fraseracademy.ca

Reporting to the Director of Advancement the position is part of the Advancement team: it requires exceptional proficiency in CRM (preferably Blackbaud’s Raiser’s Edge (including NXT)) (RE) and has overall responsibility for the management and administration of the Advancement database, and gift processing including receipting. The role is also responsible for certain key Advancement Services including prospect research & strategy, office administration, and stewardship.   

Database Management; Financial & Donor Relations Administration:  

  • Processes and tracks donations and other fundraising activities to ensure accurate tracking and reporting (preparing & presenting user-friendly reports).
  • Understands stewardship best practices; able to create prompt, engaging donor acknowledgment communications and processes. Will manage donor listings and deliver on certain stewardship program activities (with the latter in partnership with the Director of Advancement and other fundraisers).  
  • Performs monthly fundraising reconciliations, and pledge management.  
  • Controls and manages the prompt issuance of donation receipts for tax purposes, ensuring proper documentation, in accordance with the rules, regulations & guidelines of Canadian Revenue Agency (CRA).  
  • Keeps database operational and up-to-date at all times, including for constituent information, gift intentions, gift entries as well as ensuring integrity and security of information stored.
  • Works with i) Director of Advancement to ensure campaigns, appeals and other strategic initiatives are smoothly integrated with database ii) other team members, including fundraisers, on their needs as they relate to database reports and information, to perform their roles effectively and position them for success.
  • Has responsibility for all constituent entry, incl. standards and integrity; provides training for Raiser’s Edge users within Advancement office and FA.
  • Liaises with Finance for reconciliations, to produce projections, revenue actuals, reports and other documentation, including for audits, as needed.

Other Related Reports & Information Management:

  • Prepares and provides/creates queries, lists, reports, dashboards, imports & exports, mailings (including producing target recipient lists for communications, appeals and campaigns, direct mail (“DM”) merges (able to work with mailing houses to help execute on DM campaigns) & distributions, invitations, statistical analysis.   
  • Prepares and oversees any grant matching gift documentation and prepares, tracks, & files, gift agreements (and other relevant gift documentation).
  • Can operate online fundraising software to create donation forms, send and track effective email communications, and support fundraising web-pages. 
  • Helps support alumni information data management.
  • Budget savvy: can prepare budgets for grants or to support other needs.
  • Prepares and presents accurate fiscal and other advancement reports to Director of Advancement (including for preparation of Board reports).  

Research & Pipeline Management:

  • Uses online research tools; brings forward and utilizes alternative research tools.  
  • Provides data mining and research/briefs on prospects/donors; able to present research/briefs in end-user friendly fashion incl. for team, leaders, volunteers.  
  • Responsible for pipeline-donor relationship management system and processes incl. presenting pipeline reports to Director of Advancement, and other staff to help inform fundraising, stewardship and other applicable practices.  
  • Ensures other staff supply and update prospect/donor information in RE records.  
  • Carries out research and analysis on giving histories and patterns to determine philanthropic profiles including financial ability and capacity to make a gift.  
  • Works with the Director of Advancement, and other Advancement staff (example: fundraisers)  to help support identifying effective prospect strategies. 

CRA, Other Administration & Information Management:

  • Maintains up to date knowledge of relevant CRA rules and regulations (will be the CRA “go to” in the team).
  • Office manager and other related information management duties, including establishing and maintaining good, secure, safe and organized filing systems (including e-drives) and storage of key information, ensuring appl. processes.
  • Recommends, establishes and implements relevant Advancement procedures, systems, standards, and processes including solutions for accuracy, integrity, security (privacy) and efficiency of these.
  • Supports preparation of, and maintenance, of requisite policies and procedures.
  • Provides other administration services normal to an Advancement office and carries out additional duties as required.

Other

  • Assists at/for events (may be asked to manage some events) as needed.
  • Works effectively with colleagues within Advancement and across Fraser Academy, including leadership, ensuring respectful use of time and preparing staff for meetings/events when they are asked to support or work with this role.
  • Continually maintains sound knowledge on Fraser Academy, including direction, programming, and priorities to be effective in this position.
  • Can work with volunteers (if needed) managing those relationships effectively to support the goals of this role, including Board Directors, Campaign Cabinet members and Parent Group members.
  • Maintains a high level of sector and best practice knowledge relevant to role, and shares this with the team, to model a culture of continuous improvement.
  • Provides other administration services normal to an Advancement office and carries out additional duties as required.
Salary Range:
$0 - $0

Job Requirements

Core Competencies and Skills:

  • Committed to high standards; exceptional attention to detail and accuracy.
  • Initiative & high degree of accountability. Takes ownership; has growth mindset.
  • Team player: positive, fun, “can do” attitude; can build authentic relationships.
  • Self-awareness (incl. naturally reflects on performance/feedback), self-management, empathy, social expertise.
  • Sound knowledge of CRA rules and regulations.
  • Exceptional client service skills (team and donor centered) and excellent written and oral communications skills.
  • Financial acumen; owns that reporting, coding, tracking must be accurate to ensure proper advancement revenue management; understands budgets and analytics of financial data.
  • Able to perform tasks efficiently with no/minimal supervision; reliable and committed to meeting deadlines.
  • Solution driven and creative problem solver.
  • Excellent time management, planning, organizational and execution skills; capable of working in fast paced, high functioning, performance & goal driven, environment, often managing competing priorities and high-volume workloads.
  • Flexible and adaptable to a changing environment.

 Requirements:

  • Loves data! Takes exceptional pride in data accuracy and integrity.
  • Mastery of Raiser’s Edge (or other Advancement CRM database) as well as Microsoft Office programs (Word, Excel, Outlook, Powerpoint) / Google Suite.  
  • 7+ years previous experience in development/advancement in equivalent role. 
  • Experience in research and related tools, including creating customized profiles, reports and Crystal reports.  
  • Bachelor’s degree, preferably in computer science, or equivalent work experience required.  
  • Preference will be given to candidates with experience in major gift fundraising campaigns.    

How To Apply

To apply please send your resume and cover letter to Mr. Neil Johnston, Director of Advancement via email to dnanderson@fraseracademy.ca.

Application Deadline: August 10, 2021; note: strong candidates may be interviewed before the deadline as soon as applications are received.

FA offers an exceptional and stimulating environment, along with competitive employment packages, including salary (and title for the right candidate negotiable) and commensurate with experience and vacation options based on a school environment.

Only shortlisted candidates will be contacted. Thank you for your interest, we look forward to hearing from you!