Advancement Operations Specialist
The Gunston School, Centreville, MD, United States
Salary Range: $55,000–$65,000, commensurate with experience
This position is eligible for full-time benefits including personal and sick leave, health, dental, and vision insurance, employee assistance program, 403(b) matching program, life insurance, school lunch benefit, and other ancillary benefits.
Position Overview The Advancement Operations Specialist is responsible for the accurate management of advancement data, including gift processing, constituent record maintenance, and reporting infrastructure that supports fundraising success and capital campaign efforts.
This role combines hands‑on database management with systems ownership, dashboard development, reporting automation, and process improvement. While gift entry and data accuracy are foundational responsibilities, the position also supports the strategic use of data to monitor donor retention, identify trends, surface potential opportunities, and strengthen fundraising outcomes.
The ideal candidate is detail-oriented, systems‑minded, and motivated to use technology effectively to improve efficiency and provide meaningful insight.
Collaborative Team Environment This position works closely with the Director of Institutional Advancement, Director of External Relations, Alumni & Events Coordinator, and Business Office.
As a small and mission‑driven advancement office, team members support one another during peak periods and special initiatives. While this role has defined operational responsibilities, the successful candidate will be comfortable contributing to broader advancement efforts as needed — including occasional support for alumni initiatives, fundraising events, or school‑wide activities.
A spirit of collaboration, flexibility, and shared ownership is essential in our team environment.
Primary Responsibilities 1. Gift & Constituent Data Management (Core Foundation)
Accurately process and record all gifts, pledges, matching gifts, tribute gifts, and stock contributions
Generate acknowledgment letters and tax receipts
Monitor pledge schedules and assist with pledge reminders
Reconcile monthly gift activity with the Business Office
Enter and maintain accurate records for students, parents, alumni, donors, and constituent affiliations (including advisory groups, teams, volunteer roles, alumni engagement indicators, and other engagement data)
Execute annual data updates and fiscal year transitions
Maintain the integrity, security, and confidentiality of all donor and constituent data
Gift and constituent data entry are essential and ongoing responsibilities of this role.
2. Systems Ownership & Platform Management
Serve as the primary in‑house subject matter resource for Raiser's Edge NXT (including Database View), GiveCampus, Almabase, and related advancement platforms
Configure, maintain, and optimize system settings, dashboards, queries, and reporting tools
Build and manage standardized and automated queries and reports to ensure real‑time access to advancement metrics
Oversee and troubleshoot system integrations and data imports
Train and support advancement team members in effective use of advancement platforms
Stay current on platform updates and recommend enhancements that improve efficiency and reporting
Ensure systems are used strategically to support fundraising growth and campaign tracking
3. Data Standards & Process Optimization
Develop and maintain written Standard Operating Procedures (SOPs) for gift entry, reconciliation, reporting, and data standards
Establish and uphold consistent data governance practices
Maximize functionality within Raiser's Edge NXT to reduce repetitive manual processes
Identify opportunities to streamline workflows and leverage automation tools
Participate in ongoing data clean‑up and enhancement initiatives
The school seeks a candidate who improves systems rather than relying on manual workarounds.
Develop and maintain standardized dashboards within Raiser's Edge NXT so that team members can easily view key advancement metrics
Generate timely reports for the Director of Institutional Advancement, Head of School, and Board of Trustees
Proactively produce and distribute donor retention reports (including LYBUNT and SYBUNT lists) to support timely outreach
Create segmented mailing and solicitation lists
Track Annual Fund participation, capital campaign progress, and pledge fulfillment
Support alumni engagement reporting and partner with the Alumni & Events Coordinator on data‑driven alumni outreach initiatives, including data update campaigns and segmentation efforts
Support preparation of data for annual reporting, DASL reporting, and 990 coordination
5. Prospect & Campaign Support
Support identification of potential major gift prospects using giving history, engagement data, and available research tools
Surface potential upgrade and re‑engagement opportunities through analysis of giving patterns and engagement indicators
Assist in compiling donor profiles and briefing materials for cultivation meetings
Maintain campaign‑related reporting tools and pledge tracking
Prepare data summaries for strategy discussions and campaign planning
For candidates with stronger analytical experience, this area may expand to include deeper trend analysis, upgrade identification, and proactive portfolio insights.
Maintain and monitor the grants calendar to ensure deadlines are met
Track proposal submissions and reporting requirements
Assemble required data and materials in coordination with Marketing & Communications
Maintain accurate grant records within the database
Primary grant writing is not required for this role.
Qualifications Required
3–5 years of experience in advancement services, nonprofit operations, or database management
Experience with Raiser's Edge NXT or similar CRM
Strong proficiency in Microsoft Excel and GoogleSheets, including the ability to manipulate and analyze data
Demonstrated ability to manage detailed work with high accuracy
Experience creating written procedures or documentation
Strong organizational skills and ability to manage multiple deadlines
Commitment to confidentiality and ethical data handling
This role is based on campus. Work arrangements are determined in alignment with departmental and school needs.
Preferred
Experience with Google Workspace, Microsoft Office Suite, GiveCampus, and Almabase
Experience supporting a capital campaign
Experience building dashboards or automated reporting systems
Familiarity with donor retention metrics and segmentation strategies
Experience supporting prospect research or donor profiling
The Ideal Candidate
Is comfortable with hands‑on gift and constituent data entry
Takes ownership of data accuracy and process documentation
Seeks ways to improve systems and reduce manual processes
Is curious about how data supports fundraising growth
Thrives in a small, collaborative advancement office
Values working in a mission‑driven, student‑centered school environment
Understands that advancement work ultimately supports the student experience
Is comfortable being present and engaged in a school community where interaction with students is part of daily campus life
Approaches the role with flexibility and a willingness to support broader school initiatives when needed
Please Submit Resumes to Catherine Lawson, clawson@gunston.org. No Phone Calls.
#J-18808-Ljbffr
This position is eligible for full-time benefits including personal and sick leave, health, dental, and vision insurance, employee assistance program, 403(b) matching program, life insurance, school lunch benefit, and other ancillary benefits.
Position Overview The Advancement Operations Specialist is responsible for the accurate management of advancement data, including gift processing, constituent record maintenance, and reporting infrastructure that supports fundraising success and capital campaign efforts.
This role combines hands‑on database management with systems ownership, dashboard development, reporting automation, and process improvement. While gift entry and data accuracy are foundational responsibilities, the position also supports the strategic use of data to monitor donor retention, identify trends, surface potential opportunities, and strengthen fundraising outcomes.
The ideal candidate is detail-oriented, systems‑minded, and motivated to use technology effectively to improve efficiency and provide meaningful insight.
Collaborative Team Environment This position works closely with the Director of Institutional Advancement, Director of External Relations, Alumni & Events Coordinator, and Business Office.
As a small and mission‑driven advancement office, team members support one another during peak periods and special initiatives. While this role has defined operational responsibilities, the successful candidate will be comfortable contributing to broader advancement efforts as needed — including occasional support for alumni initiatives, fundraising events, or school‑wide activities.
A spirit of collaboration, flexibility, and shared ownership is essential in our team environment.
Primary Responsibilities 1. Gift & Constituent Data Management (Core Foundation)
Accurately process and record all gifts, pledges, matching gifts, tribute gifts, and stock contributions
Generate acknowledgment letters and tax receipts
Monitor pledge schedules and assist with pledge reminders
Reconcile monthly gift activity with the Business Office
Enter and maintain accurate records for students, parents, alumni, donors, and constituent affiliations (including advisory groups, teams, volunteer roles, alumni engagement indicators, and other engagement data)
Execute annual data updates and fiscal year transitions
Maintain the integrity, security, and confidentiality of all donor and constituent data
Gift and constituent data entry are essential and ongoing responsibilities of this role.
2. Systems Ownership & Platform Management
Serve as the primary in‑house subject matter resource for Raiser's Edge NXT (including Database View), GiveCampus, Almabase, and related advancement platforms
Configure, maintain, and optimize system settings, dashboards, queries, and reporting tools
Build and manage standardized and automated queries and reports to ensure real‑time access to advancement metrics
Oversee and troubleshoot system integrations and data imports
Train and support advancement team members in effective use of advancement platforms
Stay current on platform updates and recommend enhancements that improve efficiency and reporting
Ensure systems are used strategically to support fundraising growth and campaign tracking
3. Data Standards & Process Optimization
Develop and maintain written Standard Operating Procedures (SOPs) for gift entry, reconciliation, reporting, and data standards
Establish and uphold consistent data governance practices
Maximize functionality within Raiser's Edge NXT to reduce repetitive manual processes
Identify opportunities to streamline workflows and leverage automation tools
Participate in ongoing data clean‑up and enhancement initiatives
The school seeks a candidate who improves systems rather than relying on manual workarounds.
Develop and maintain standardized dashboards within Raiser's Edge NXT so that team members can easily view key advancement metrics
Generate timely reports for the Director of Institutional Advancement, Head of School, and Board of Trustees
Proactively produce and distribute donor retention reports (including LYBUNT and SYBUNT lists) to support timely outreach
Create segmented mailing and solicitation lists
Track Annual Fund participation, capital campaign progress, and pledge fulfillment
Support alumni engagement reporting and partner with the Alumni & Events Coordinator on data‑driven alumni outreach initiatives, including data update campaigns and segmentation efforts
Support preparation of data for annual reporting, DASL reporting, and 990 coordination
5. Prospect & Campaign Support
Support identification of potential major gift prospects using giving history, engagement data, and available research tools
Surface potential upgrade and re‑engagement opportunities through analysis of giving patterns and engagement indicators
Assist in compiling donor profiles and briefing materials for cultivation meetings
Maintain campaign‑related reporting tools and pledge tracking
Prepare data summaries for strategy discussions and campaign planning
For candidates with stronger analytical experience, this area may expand to include deeper trend analysis, upgrade identification, and proactive portfolio insights.
Maintain and monitor the grants calendar to ensure deadlines are met
Track proposal submissions and reporting requirements
Assemble required data and materials in coordination with Marketing & Communications
Maintain accurate grant records within the database
Primary grant writing is not required for this role.
Qualifications Required
3–5 years of experience in advancement services, nonprofit operations, or database management
Experience with Raiser's Edge NXT or similar CRM
Strong proficiency in Microsoft Excel and GoogleSheets, including the ability to manipulate and analyze data
Demonstrated ability to manage detailed work with high accuracy
Experience creating written procedures or documentation
Strong organizational skills and ability to manage multiple deadlines
Commitment to confidentiality and ethical data handling
This role is based on campus. Work arrangements are determined in alignment with departmental and school needs.
Preferred
Experience with Google Workspace, Microsoft Office Suite, GiveCampus, and Almabase
Experience supporting a capital campaign
Experience building dashboards or automated reporting systems
Familiarity with donor retention metrics and segmentation strategies
Experience supporting prospect research or donor profiling
The Ideal Candidate
Is comfortable with hands‑on gift and constituent data entry
Takes ownership of data accuracy and process documentation
Seeks ways to improve systems and reduce manual processes
Is curious about how data supports fundraising growth
Thrives in a small, collaborative advancement office
Values working in a mission‑driven, student‑centered school environment
Understands that advancement work ultimately supports the student experience
Is comfortable being present and engaged in a school community where interaction with students is part of daily campus life
Approaches the role with flexibility and a willingness to support broader school initiatives when needed
Please Submit Resumes to Catherine Lawson, clawson@gunston.org. No Phone Calls.
#J-18808-Ljbffr