Advancement Officer - Database and Administration

St. Clement’s School is currently looking for an Advancement Officer, Database and Administration to join our team on a contract basis commencing in November 2024 through to June 2026. Reporting to the Associate Director, Advancement, this is an opportunity to join a dynamic team while leading all Advancement database services, and building experience in fundraising and Advancement administration.

The candidate will be a self-starter, effective relationship builder, and communicator. This highly organized and detail-oriented individual will work to foster collaboration and professionalism within the Advancement team and will handle confidential material with the utmost discretion and sensitivity.

KEY RESPONSIBILITIES

Database Management and Administration

Manage all aspects of the Advancement database (Raiser’s Edge NXT) including: data entry and integrity; use of global functions; production of queries, exports and reports, and maintenance of database policies and procedures; and, in collaboration with IT, software updates and system access;;

Timely and accurate entry of donations and preparation of tax receipts, thank-you letters, pledge reminders, and donor acknowledgements;

Generate analytics to support the strategic direction and decision making of the Advancement team;

Prepare mailing lists for donor communications

Work collaboratively with the Finance Department; prepare batch deposits, monthly/yearly reconciliations, receipt reports, and support annual audit requests;

Maintain accurate moves management records across programs;

Ensure that requests for information from donors and prospects are addressed quickly, and accurately, and that all pertinent information is recorded; and

Liaise with alums, donors, students, staff, families, and other stakeholders to foster relationships and gather relevant information for the database.

Administrative Assistance and Support

Provide accurate, responsive, and professional administrative support as needed;

Assist in the implementation of personalized cultivation, solicitation, and stewardship plans for prospective donors, preparing relevant materials such as briefing memos, meeting materials, and donor correspondence;

Proactively track constituent moves through the stages of fundraising, understand what actions are to be taken with key prospects, and prompt relationship managers to complete actions;

Work with the Advancement and Campaign teams to: ensure prospect/donor files in Raiser’s Edge are always up-to-date and that donor touchpoints and next steps are documented; pull queries and reports and compile information to support the Advancement and Campaign team’s goals and needs; coordinate recognition opportunities by managing and monitoring relevant databases, and working with internal stakeholders, donors, and vendors;

Schedule and coordinate logistics for meetings and tours while serving as the point of contact for the Campaign team;

Coordinate complex calendars, meetings, appointments, and events;

Occasional evening and weekend work required; and

Other related duties as assigned.

QUALIFICATIONS, EXPERIENCE, AND ATTRIBUTES OF OUR IDEAL CANDIDATE

Post-secondary education in a related field; certificate or training in business administration, fundraising, or database management is an asset;

Demonstrated high levels of trust and integrity, and excellent attention to detail;

Superior organizational and project management skills;

Approachable and collaborative work style, exceptional interpersonal skills, and a strong professional presence;

Resourceful and flexible with strong research, problem-solving, and time management skills.

Strong proficiency with fundraising databases (Blackbaud Raiser’s Edge NXT database experience preferred), Google Suite, and MS Office applications (Advanced expertise in Microsoft Excel, including the use of formulas and pivot tables is an asset);

Working knowledge of CRA tax receipting requirements

Ability to communicate the vision and key message of SCS to the community; and

Criminal record check is required as a condition of employment.

DIVERSITY & EQUAL OPPORTUNITY

St. Clement’s School is committed to diversity, equity, and inclusion. We value each community member’s identity and well-being. Together, we learn and grow by embracing multiple perspectives, experiences, and cultures. Our differences are our strengths.

St. Clement’s is an equal opportunity employer, and we encourage applications from all qualified candidates. Accommodations will be provided upon request to support applicants with disabilities throughout our recruitment process. Should you require an accommodation please advise us during our initial conversation, and we will work with you to meet your needs.

ABOUT OUR SCHOOL

Founded in 1901, St. Clement’s School is one of Canada’s leading independent schools for girls. We’re a close-knit, dynamic community of approximately 470 students from Grade 1-12 who live, learn, and grow together under one roof. St. Clement’s is recognized for its longstanding commitment to academic rigour and excellence in a small, nurturing environment. At SCS, every student is known and valued.

We offer a competitive compensation and benefits package. We support and encourage ongoing professional development and leadership opportunities. To learn more about our career opportunities, please visit our website at about-scs/careers/.

HOW TO APPLY

This posting will remain open until the position is filled. Qualified applicants are encouraged to apply by submitting an application at including a resume and cover letter, as soon as possible.

We regret that only those selected for an interview will be contacted.

Thank you for your interest in St. Clement’s School!