General Function and Support: As part of a comprehensive development, marketing and enrollment management program that strives for excellence as an exemplary customer experience, the Database Coordinator and Executive Assistant serves an integral role in supporting advancement and admissions operations across Stuart through effective database management for enrollment and development, gift entry, reporting and acknowledgment. In addition, the Coordinator will provide administrative support to the Head of School. The incumbent must have meticulous attention to detail, be a keen problem solver, and have the ability to multitask and work in a fast-paced environment. This is a full-time, 12-month administrative position.
All members of the Stuart administration, faculty and staff are expected to work together to create an educational environment where the Goals and Criteria of the Sacred Heart are lived and where all are committed to educate to:
A personal and active faith in God
A deep respect for intellectual values
A social awareness which impels to action
The building of community as a Christian value
Personal growth in an atmosphere of wise freedom
Maintains the Head of School’s calendar including scheduling all appointments and meetings with both internal and external constituents. Screens all phone calls incoming to the Head of School Advancement.
Coordinates all-school calendar planning, coordinating with key departments across the school.
Handles all correspondence of the Head of School including creation of routine correspondence including but not limited to contracts, advancement communications, acknowledgement letters, e-communications on behalf of the Head of School and other correspondence as required.
Maintains budget for Head of School including budget analysis, reconciliation, and management of payments/invoices.
Assists with event and meeting coordination food events/meetings hosted by the Head of School or Board of Trustees.
Serves as liaison between Stuart and the Society of the Sacred Heart and Network of Sacred Heart Schools as requested by the Head of School.
Coordinates purchasing on behalf of Head of School including but not limited to retirement and years of service gifts, volunteer gifts, etc.
Maintains Stuart Memorial League.
Organizes travel arrangements for Head of School, Division of Advancement and Leadership Team as required.
Responsible for coordinating database activities for admissions and development, overseeing plans for database utilization and optimization including business roles and efficient, effective ways to track and record student and donor engagement including affiliations and interests.
Processes admissions applications and ensures accurate data entry for applicants.
Produces all enrollment related correspondence, including online enrollment and re-enrollment through OnBoard including building, issuing and recording contracts. Includes annual building of student contracts including tuition rates and financial aid awards, ensuring data accuracy.
Oversees and records system updates and additions including new records and record updates ensuring accuracy and efficiency through both individual and global updates including event, student, parent, alumnae, friend, financial and biographical updates.
Builds and runs queries, lists and other reports from databases for mailings, emails, reports, etc. utilizing queries, exports and other database tools.
Develops and executes monthly and ad-hoc reports for admissions and advancement including enrollment data, contract information, constituent outreach and engagement, fundraising performance, participation rates, proposal progress, staff performance, etc.
Supports overall management of the database including updating constituent information, creating new records, running wealth screenings and data cleanup.
Develops systems and procedures to ensure transition of constituent information across admissions and advancement.
Enters and acknowledges gifts and payments ensuring accurate data entry, including data imports from third party platforms.
Works with the Business Office to establish new funds and student accounts, including financial information required for enrollment.
Partners with the Business Office to reconcilie advancement, admissions and business reports monthly as needed.
Produces gift, payment and pledge reports.
Manages pledge fulfillment process including records, reminders and write-offs.
Acts as Advancement Office liaison for the annual BusinessOffice audit.
Stewardship and Communication
Manages requests and resolves questions concerning gift allocation, pledges, and donor intent.
Ensures appropriate documents are filed and tracked with Development and Finance.
Compiles giving reports for annual, capital, endowment and campaign giving and the Annual Report.
Drafts and prepares acknowledgement letters; Provides leadership and volunteers with information needed for donor acknowledgment.
Provides office and organization support.
Maintains filing system for admissions, advancement and Head of School.
Supports department mass mailings and label production.
Prepares reports for annual survey of schools and annual report.
Supports admissions team with SEVIS records.
Participating in training and professional development related as needed.
Completing event and dining forms for upcoming events and coordinating logistics as needed.
Participating in Open Houses and Admissions events throughout the year as needed.
Represent Stuart at school fairs and community events as needed.
Imbued with a deep sense of the school’s mission and culture
Bachelor's degree required
Experience with OnBoard admissions/enrollment database or Raiser’s Edge is highly preferred
Fluent in latest technology pertinent to job duties
Understands database systems, structures, and best practices
Highly analytical with the ability to manipulate data with inherent attention to detail
Must be able to work in a fast-paced environment with changing priorities.
Must be able to multitask and prioritize assigned tasks.
Ability to understand and meet reporting needs
Must possess the ability to work independently as part of a small, close-knit team.
The ability to lift 25 pounds
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.