Database Associate

The Part-Time Database Associate is a member of the Institutional Advancement team responsible for maintaining the integrity, accuracy, and efficiency of West Catholic Preparatory High School’s donor and constituent databases. This position supports fundraising, alumni relations, stewardship, and advancement operations by ensuring accurate gift processing, donor records, reporting, and data management.

The Database Associate plays a critical role in supporting the school’s philanthropic efforts by providing timely and accurate information that enables effective donor cultivation, stewardship, and fundraising. The successful candidate is highly organized, detail-oriented, and committed to maintaining the highest standards of data integrity and confidentiality while embracing the mission and values of West Catholic Preparatory High School.

Schedule

• Part-time (15-25 hours per week)

• Flexible schedule with occasional additional hours during major fundraising campaigns, events, and fiscal year-end

Essential Responsibilities

Database Management

• Maintain accurate and up-to-date donor, alumni, and constituent records in all databases used (Blackbaud Raiser’s Edge, GiveCampus, Salesforce)

• Enter new constituent information and update existing records, including biographical information, relationships, and communication preferences.

• Perform regular database audits to identify and correct duplicate, incomplete, or inaccurate records.

• Maintain campaigns, funds, appeals, attributes, actions, and other database coding in accordance with established data standards.

• Ensure the integrity and confidentiality of all donor and constituent information.

Gift Processing & Donor Stewardship

• Process charitable contributions, pledges, recurring gifts, matching gifts, stock gifts, and in-kind donations accurately and in a timely manner.

• Prepare and distribute donor acknowledgment letters and tax receipts.

• Coordinate gift reconciliation with the Business Office to ensure accurate financial reporting.

• Assist with year-end giving statements and donor tax documentation.

• Support stewardship efforts by maintaining accurate donor recognition and giving history.

Reporting & Advancement Support

• Generate reports and mailing lists to support fundraising, alumni engagement, stewardship, and enrollment initiatives.

• Assist with donor analytics, campaign tracking, and fundraising dashboards.

• Prepare reports for the Director of Institutional Advancement, school leadership, and the Board of Directors as requested.

• Support direct mail campaigns through list preparation, data exports, and segmentation.

Advancement Operations

• Assist with event registration, attendance tracking, and post-event data entry.

• Support annual giving, capital campaigns, alumni engagement, and special fundraising initiatives through accurate data management.

• Collaborate with advancement staff to improve database processes and efficiencies.

• Perform other duties as assigned in support of the mission of West Catholic Preparatory High School., Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these issues to the attention of Human Resources. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

• Associate’s degree or Bachelor’s degree preferred, or an equivalent combination of education and experience.

• Minimum of two years of experience in nonprofit database management, fundraising operations, or a related administrative role.

• Experience with Blackbaud Raiser’s Edge required; Raiser’s Edge NXT experience preferred.

• Strong understanding of gift processing, donor database management, and fundraising best practices.

• Proficiency with Microsoft Office, particularly Excel.

• Excellent organizational, analytical, and problem-solving skills.

• Strong attention to detail and commitment to accuracy.

• Ability to manage multiple priorities while meeting deadlines.

• Ability to maintain strict confidentiality and exercise sound judgment.

Preferred Qualifications

• Experience working in a nonprofit, educational institution, or faith-based organization.

• Experience supporting advancement, development, or alumni relations programs.

• Familiarity with Blackbaud or other advancement software.

• Experience preparing donor reports, mailing lists, and fundraising analytics.

• Knowledge of data governance and database best practices.

Key Competencies

• Attention to detail

• Data integrity and accuracy

• Organization and time management

• Confidentiality and discretion

• Analytical thinking

• Problem-solving

• Collaboration

• Customer service

• Written and verbal communication

Physical Requirements

• Ability to work at a computer for extended periods.

• Ability to occasionally lift up to 25 pounds for mailings, event materials, or office supplies.

Founded in 1916, West Catholic Preparatory High School has enjoyed a rich history of preparing young people to be competitive in the college setting and the career world. The challenging academic curriculum, competitive athletics program and engaging activities complement each other to foster courage, character and leadership.

West Catholic Preparatory High School Mission Statement

West Catholic Preparatory High School is a Catholic community of academic excellence in an urban environment that is open to an interdenominational population. The school’s rigorous spiritual, academic, technological, and co-curricular programs develop our ethnically and religiously diverse student body into young men and women of strong moral and ethical character. West Catholic prepares each student to face the challenges of everyday life in an ever- changing global society.

West Catholic Preparatory High School Belief Statement

At West Catholic Preparatory Catholic High, we believe our education…

• Inspires a life-long commitment to service, especially to those in need

• Is grounded in the Catholic message of gospel values;

• Is a ministry that participates in God’s saving work;

• Develops each person’s full potential-spiritually, intellectually, socially and physical;

• Promotes learning in a collaborative effort between home and school;

• Fosters mutual respect among students, teachers, administrators, and all members of the school community

• Should be made available to all students regardless of ethnicity, religious affiliation or socio-economic status;

• Encourages respect for and an understanding of our multicultural family.