Advancement Database Manager

Job Description

Part-time Advancement Database Manager (10 hours/week)
Start Date: As soon as possible
Compensation: $25-$30 per hour, depending on experience
Status: Part-time (average 10 hours/week), hourly, non-exempt (W-2)
Location: On-site (Naples, FL) or Remote (U.S. based, EST collaboration)
Reports To: Director of Advancement (dotted line to Head of School)

Important Note:
Applications submitted through Indeed or third-party platforms will not be considered. To be eligible for consideration, please review the full position description below and follow the "To Apply" instructions.

About Us
Royal Palm Academy is a joyful, vibrant, independent, family-oriented Catholic PK-8 school in Naples, Florida. Our mission is to partner with families to provide an education of rich academics with Catholic formation. We teach the mind, educate the heart, and form the character of tomorrow's leaders.

The Opportunity
Royal Palm Academy is executing a multi-year campus transformation and strengthening its advancement operation. We seek a mission-aligned Advancement Database Manager to own our donor CRM (Blackbaud Raiser's Edge NXT) and deliver clean data, timely gift processing, accurate reports, and reliable dashboards within a part-time scope.

Growth Potential
This role is intentionally designed as part-time (10 hours/week) with a clear path to expand in scope and hours. For the right candidate who delivers measurable impact, the position may grow to full-time and convert to a salaried, benefits-eligible role, subject to performance, institutional needs, and budget approval. We are looking for someone with grit, drive, initiative, creativity, and a strong work ethic who can show results quickly in a lean environment.

Position Overview
The Advancement Database Manager ensures the accuracy, integrity, and effective use of donor data in Blackbaud Raiser's Edge NXT; processes gifts and acknowledgments; produces reports and lists; and supports portfolio tracking and stewardship. The role partners with the Director of Advancement, Head of School, and Business Office to keep operations data-informed and audit-ready.

Key Responsibilities

Must-Haves at 10 Hours/Week

Serve as RPA's primary administrator for Raiser's Edge NXT (records, queries/lists, exports, imports, global changes).
Maintain data accuracy, integrity, and security; perform regular de-duplication and updates.
Process gifts, pledges, and matching gifts; produce reconciled gift batches and weekly/monthly reports.
Generate acknowledgment letters/receipts within 48 hours and maintain audit trails.
Build and maintain reports and dashboards for appeals, campaigns, and KPIs (e.g., LYBUNT/SYBUNT, pipeline, retention).
Track moves management: actions, contact reports, portfolios, and stages.
Partner with the Business Office on reconciliation, pledge validation, and audit support.
Manage integrations with GiveCampus, GiveSmart, FACTS Giving/CRM (as applicable).

As Bandwidth Allows (prioritized projects)
Prepare donor research briefs and giving histories for meetings.
Produce segmented lists for appeals/events and manage recognition listings.
Support campaign and event data operations (imports, tags, lists) as needed.

Path to Full-Time: What Success Looks Like

RPA will plan to review scope and hours at approximately 6 and 9 months. Examples of impact that may justify expansion:

Acknowledgments at or under 48 hours for 90%+ of gifts for two consecutive months.
Reconciliation discipline: month closed by the 5th business day with no unresolved variances.
Data quality: duplicate rate under 1%; required fields complete for the top 250 households; standardized coding live.
Operational dashboards: weekly gift report, LYBUNT/SYBUNT views, and a simple pipeline report adopted by Advancement and the Head of School.
Portfolio hygiene: 100% of top-tier prospects have a last action in 30 days or less and a clear next step.
Integrations: working import/export templates for GiveCampus/GiveSmart/FACTS.

Growth in hours and any conversion to salaried employment depend on these results as well as institutional needs and budget approval.

Required Qualifications
Bachelor's degree or equivalent experience.
Demonstrated CRM/database management experience (advancement or similar).
Proficiency in gift processing, reporting, and data hygiene.
Strong Excel or Google Sheets skills (lookups, pivots, data validation).
Meticulous attention to detail and discretion with confidential information.
Clear written and verbal communication.
Alignment with the Catholic mission and values of Royal Palm Academy; all faith backgrounds are welcome.

Preferred Qualifications
Experience with Blackbaud Raiser's Edge NXT.
Advancement experience in an independent or Catholic school.
Familiarity with GiveCampus, GiveSmart, FACTS Giving/CRM.

Schedule and Work Conditions
Average 10 hours/week; hours cap not to be exceeded without written approval.
Flexible schedule with 1-2 standing check-ins during Eastern Time.
Occasional evening or weekend deadlines may arise; any overtime requires prior approval.
Prolonged periods at a computer; ability to lift up to 20 lbs for materials if on-site.
Remote: U.S. work location, reliable internet, and school-issued accounts.

Compliance and Employment
Hourly, non-exempt; time must be tracked; overtime requires prior approval.
Subject to background check/fingerprinting and child-safety training.
Must be authorized to work in the United States; RPA does not sponsor visas for this role.
Part-time roles are not benefits-eligible unless otherwise required by law.
Employment is at-will; Royal Palm Academy is an Equal Opportunity Employer.

To Apply
Email a PDF resume to:
Michael Bussman, Head of School - mbussman@royalpalmacademy.org

Include a brief cover letter or introductory message that explains:

Your direct experience with Raiser's Edge NXT or a similar donor CRM.
How your skills will strengthen advancement operations and reporting.
Why you are excited to support the mission of Royal Palm Academy.
Applications without an introductory message will not be considered. For best consideration, please visit www.RoyalPalmAcademy.org before applying.

About the Employer

Royal Palm Academy is an independent, Catholic, pre-kindergarten to eighth grade school in Naples, Florida. Our mission is to partner with families to provide an education of rich academics with Catholic formation. Royal Palm Academy teaches the mind, educates the heart, and forms the character of tomorrow's leaders. This mission is pursued through the development of the whole person, integral formation, which encompasses the commitment to teach, to educate, and to form our students.