Database Administrator

Database Administrator

St. John’s School is seeking a qualified and experienced Database Administrator. The Database Administrator is responsible for the database and financial management of all fundraising initiatives such as creating all financial reports and reconciling them with the school’s Finance Department. The primary responsibilities include managing the entire gift and receipt process in accordance with Canada Revenue Agency guidelines, assisting with annual budget tracking and analyzing giving trends/responses. The person in this position is also responsible for managing donor listings and appropriate stewardship.

This is a position that requires a high level of proficiency in Raiser’s Edge NXT (RE NXT) or Raiser’s Edge in order to produce complex reports in support of the department’s activities.

The Administrator is also directly involved in the donors’ stewardship programme. Additionally, the Administrator coordinates donors’ meetings, acknowledgement, recognition, communications with past, current parents, alumni and donors, to strengthen their engagement with St. John’s School and encourage their continued support.

Key Interactions

●       Reports to the Executive Director for Advancement

●       Key internal interactions: various Administration Departments

●       Key external interactions: Donors, Volunteers, Parents, Admin Building Visitors

Key Responsibilities

Key responsibilities include, and are not limited to:

Database and Financial Management:

●       Responsible for the administration, maintenance, integrity, accuracy and quality of the Raiser’s Edge NXT database

●       Responsible for the data management (importing and exporting) including general data entry, queries and reports, dashboards and data for various initiatives such as annual appeals, events and special communications

●       Maintain accurate constituent records and data relationships

●       Generate reports, fundraising distribution lists (Annual Fund), communication distribution lists (newsletters and publications)), invitations and event registrations

●       Manage all aspects of any donation (gift-in-kind, gift of shares) including gift recording and processing, tax receipts, acknowledgement letters

●       Oversee pledge reminders, monthly and annual pledge schedules

●       Review and keep up-to-date policies and procedures for database management

●       Liaise with IT as required on data exchanges and integrations between RE NXT and other school systems

●       Collaborate with multiple school departments as part of the data working group (ie Student Records, Admissions, Information Technology, HR) to ensure that all data is accurate from one system to another

●       Prepare departmental financial reports and reconciliation with the Controller including month-end, fiscal-year end reconciliation, and audit-related information

●       Assist the Controller with Charity return and annual financial audit

●       Ensure departmental expenses are correctly coded and work with the Executive Director in building the annual budget (expenses and revenue)

●       Searching for and leading continuous improvement initiatives. Keeps abreast of industry standards and best practices by monitoring trends in the philanthropic sector with a focus on major gifts and prospect research, privacy legislation, CRA, etc

●       Assist the Executive Director for Advancement in maintaining Advancement processes, policies, procedures and gift agreements

●       Attend school initiatives and activities related to the Advancement Department, occasionally on the weekend or evening

●       General administrative or other duties as required and approved by the Executive Director of Advancement

Donor Relations:

●       Schedule individual stewardship calendar and coordinate stewardship activities

●       Schedule New Parents meetings

●       Assist in creating donor profiles as well as managing records and files of major donors

●       Conducts prospect research

●       Assists with advancement event logistics

Skills, Education and Work Experience:

●       Extensive experience in fundraising system administration, reports, data analysis or research in a fundraising environment

●       3-5 years previous database administration experience

●       Advanced knowledge of Blackbaud’s Raiser’s Edge NXT or Raiser’s Edge

●       Proficiency with Google docs and advanced skills using spreadsheets

●       Strong knowledge of CRA tax receipting guidelines

●       Working understanding of privacy legislation and legal requirements as they relate to donor records management

●       Superior attention to detail and excellent planning, project management and analytical skills

●       Ability to manage competing priorities and work under pressure to meet deadlines

●       Proven ability to exercise tact and discretion when dealing with confidential and sensitive matters

●       Ability to work effectively in a team environment and maintain working relationships with a diverse group of employees, parents and volunteers

●       Excellent problem-solving abilities combined with high level of professionalism

●       An understanding of the independent school culture an asset

●       Personable, relates well to external stakeholders and is a positive, contributing team member

●       Strong oral and written communication skills

Details of position

●       Full time permanent role

●       Position begins May 29, 2023

●      Vacation entitlement is two weeks per year, in addition to one week off during Spring Break and two weeks off during the School’s winter break.

●       Salary commensurate with experience.

●       Eligible for extended health and dental coverage


All interested candidates should include the following items in their applications

●       Resume & Cover Letter

●       Names, email addresses and phone numbers of three professional references

●       Copies of any relevant certificates and diplomas

●       Send to Ms. Angela Dudek, Executive Director for Advancement  [email protected]

Application Closing Date: May 20, 2023

Conditions of Employment
●       The successful candidate will be required to complete child abuse prevention training provided by St. John’s School and provide consent for a criminal reference check for vulnerable sector.

●       Clearance on criminal record check for a vulnerable sector is a condition of employment.

This job profile outlines the key responsibilities for the roles and is not meant to be exhaustive. This will include performing the administrative and related tasks or any other responsibilities required to reasonably meet the needs of SJS, including, but not limited to the general duties outlined in the position profile.

It should be understood that the activities, responsibilities and obligations of this position may be modified from time to time, through discussion between the direct supervisor and the employee, in order to effectively meet the requirements of the school.  On rare occasions where there are urgent needs at the school, an employee may be assigned to temporarily backfill role(s) critical to the school’s operations and business continuity.

Job posting will remain open until filled. Only shortlisted candidates will be contacted. Thank you for your interest in St. John’s School.

St. John’s School is an Equal Opportunity Employer.

St. John’s School is committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers, from BIPOC (black, indigenous, and people of color), persons with disabilities, 2SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability, we will work with you to make reasonable workplace accommodations you may need for your best work performance.

To apply for this job email your details to

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