Title: Development Database Manager
Direct Reports: N/A
Reports to: Associate Director of Development
FLSA Status: Non-Exempt
Department: Administration
FT/PT/R/T: Regular, Full-Time
Salary: $79,000 - $89,000/Annually
University Prep is seeking a talented, engaging, and compassionate Development Database Manager. Our staff and faculty share our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. We need a leader who understands best practices in database management and thrives on working independently as well as part of a team. If that sounds like you, we’d like to hear from you.
Who We Are:
University Prep (UPrep) is a 6–12 independent school in northeast Seattle, WA, one of the country’s most dynamic cities. We offer an intellectually rich education that fosters deep inquiry and critical thinking that is powered by student engagement. Our students graduate prepared for college and life. UPrep is a strong and vibrant community of students, families, faculty, staff, and alumni that joins together to support our students in becoming caring and productive adults. UPrep is a place where all students and families have equitable access to all the school has to offer, and we aspire for all community members to feel like they belong. We believe that our shared values of integrity, respect, and responsibility are essential to accomplish our mission to develop each student’s potential to become an intellectually courageous, socially responsible citizen of the world.
Job Summary:
Under minimal supervision, the Development Database Manager serves as the primary steward of the school’s donor data and development systems. This role provides analytical and operational support for all fundraising initiatives including annual giving, capital campaigns, major gifts, and special events, through expert management of Veracross, Boost My School, and complementary platforms. Working in close partnership with the Business Office, IT Department, and school leadership, this position ensures data accuracy, financial compliance, and strategic reporting while handling sensitive donor data with discretions.
Key Areas of Responsibility
Database Administration and Data Integrity
- Systems Expertise: Serve as the primary Veracross and Boost My School expert for the Development team, establishing data entry standards and advising on database best practices
- Data Maintenance: Manage and execute the annual database cleanup process to ensure up-to-date and accurate constituent contact records, giving histories, and engagement notes
- Software Integrations: Manage all data imports and integrations into Veracross from third-party platforms (e.g., Greater Giving, iWave)
- Cross Departmental Collaboration: Coordinate with the IT Department, Registrar, Admissions, and the Main Office on Veracross shared responsibilities, systems infrastructure improvements, and data pipelines
- Process Optimization: Regularly evaluate database processes to implement enhancements, document standard operating procedures, and explore AI-enabled tools to increase operational efficiency
Gift Processing & Business Office Collaboration
- Gift & Pledge Entry: Securely process and enter all gift-related data (including corporate matching gifts, stock gifts, wire transfers, and foundation/DAF grants) and post pledge commitments into Veracross
- Check Management: Deliver physical checks to the Business Office immediately upon arrival to facilitate timely reconciliation and deposit
- Financial Reconciliation: Partner closely with the Business Office to reconcile individual gifts, fund designations, pledge records, and recurring donation reports
- Reporting Pipeline: Provide weekly, monthly, and annual financial reports to the Business Office, including specialized year-end reports to reconcile between general Veracross data and Veracross Development modules
- Campaign Setup: Collaborate directly with the CFO to structure and set up new fundraising campaigns within Veracross
- Fiscal Year Close: Work dynamically with the Business Office staff throughout the fiscal year-end close process to support the school’s financial audit
Reporting, Analytics, & Compliance
- Compliance Reporting: Complete comprehensive annual benchmark reporting for INDEX, NAIS (DASL), and the IRS Form 990, tracking data such as daily cash receipts, month-end reports, and specialized year-end audit reports
- Stewardship & Tax Materials: Produce and distribute annual tax acknowledgement letters (January), donor recognition lists (July), and periodic progress/stewardship reports for endowment
- Strategic Analytics: Design and maintain recurring dashboards, queries, and reports for Development leadership, the Development Committee, and the Board of Trustees to analyze giving trends and campaign performance
- Publications Support: Compile up-to-date donor listings, fundraising results, and metrics for the Impact Report, Annual Report, and UPrep Magazine
Campaign, Event, and Team Support
- Campaign Tracking: Maintain tracking documents and execution lists for major campaigns including the Puma Fund, Capital Campaigns, and donor pipelines
- Raise the Paddle Fundraising Event Coordination: Manage auction items for UPrep Together, overseeing incoming payments, tracking registration, and ensuring correct financial coding in tandem with the Business Office
- Prospect Research Support: Partner with the Development team to identify, flag, and create comprehensive donor profile templates for prospective donors to support cultivation meetings.
- General Departmental Assistance: Generate targeted constituent mailing lists for solicitations and publications, and assist the broader team with event preparation, registration, and post-event follow-up
General Responsibilities
- Appreciate, support, and advocate for the mission, vision, and values of UPrep
- Actively participate in the life of the school and cultivate positive community relations with all constituencies
- Vigorously engage in personal professional development
- Comply with the school policies, regulations, and safety/security protocols
- Perform other duties as assigned
Education and Experience:
- Bachelor’s degree from a 4-year college or university or equivalent required
- Minimum two years of experience in non-profit development environment preferred
- Proven expertise with Veracross (or an equivalent complex donor database) and independent school experience highly preferred
Required Knowledge, Skills, and Abilities:
- Proficient at working in a Microsoft Windows environment, using current versions of Office; ability to master common automated systems for record-keeping, and confidently learn new technology
- Excellent organizational and project management skills
- Excellent verbal and written communication skills
- Demonstrated ability to coordinate and prioritize multiple tasks, and to manage details and deadlines
- Demonstrated ability to work independently and as a team member
- Ability to maintain confidential information
- Flexibility, maturity, and a sense of humor
- Commitment to diversity, equity, inclusion, and belonging
- Ability to talk on the phone
- Ability to sit and keyboard up to 8 hours per day
- Ability to lift up to 25 pounds
- Ability to work some evenings and weekends
- Some travel required
Skills Required
- Bachelor’s degree from a four-year college or university, or equivalent
- Minimum two years of experience in a nonprofit development environment
- Expertise with Veracross or an equivalent complex donor database
- Independent school experience
- Proficiency in Microsoft Windows and current Microsoft Office applications
- Ability to learn and use automated record-keeping systems and new technology
- Excellent organizational and project management skills
- Excellent verbal and written communication skills
- Ability to coordinate and prioritize multiple tasks and manage details and deadlines
- Ability to work independently and as a team member
- Ability to maintain confidential information
- Commitment to diversity, equity, inclusion, and belonging
- Ability to talk on the phone
- Ability to sit and keyboard for up to eight hours per day
- Ability to lift up to 25 pounds
- Ability to work some evenings and weekends
- Some travel required
What We Do
University Preparatory Academy (UPA) is a charter school in San Jose, California, that prepares 7-12th grade students to enter and excel in colleges and universities nationwide.
