Philanthropy Services Manager

Description

OVERVIEW

The Philanthropy Services Manager at Charlotte Preparatory School is responsible for the integrity of the school's donor database and for the accurate recording, acknowledgment, and reconciliation of every gift. The Manager also serves as the events coordinator for stewardship and cultivation, planning and running the gatherings through which the school thanks its donors and builds new relationships. This is a full-time, 12-month, salaried position.

The philanthropy database belongs to this role. The Manager knows the system better than anyone else at the school, sets the standard for how it is kept, and is accountable for whether what it says can be trusted. The Philanthropy Policies and Procedures Manual governs how gifts are recorded and how data is kept and serves as this position's daily reference. Database administrative rights are held by the Director of Philanthropy. The Office of Philanthropy is small, and no one in it works in a vacuum.

The employee will maintain a healthy learning environment that supports the Charlotte Preparatory School mission statement and upholds the four pillars of leadership: Respect, Integrity, Perseverance, and Courage. Charlotte Preparatory School is committed to sustaining a professional, inclusive, and collaborative environment where diversity in thought and culture is welcomed.

Requirements

GENERAL DUTIES

• Record all gifts in the donor database, including checks, credit card gifts, electronic transfers, gifts of securities, donor advised fund gifts, matching gifts, and promises to give, coded to the correct campaign, fund, and appeal at the point of entry.
• Prepare acknowledgment letters for signature within the timeframe established in the Philanthropy Policies and Procedures Manual.
• Prepare deposits, route supporting documentation to the Business Office, and file gift documentation in the school's Shared Drive.
• Create and maintain constituent records following the head of household and naming conventions established in the manual.
• Run duplicate checks, review “do not solicit” codes, follow up on invalid addresses, and reconcile family data with the school's family database.
• Carry out the annual constituent rollover, including graduating students, alumni parents, former parents, employees, and trustees.
• Balance the philanthropy bank account weekly.
• Prepare the monthly reconciliation and gift report for the Business Office by the fifth of the following month, and support the annual audit.
• Produce recurring and ad hoc reports for the Director of Philanthropy, the Head of School, and the Philanthropy Committee.
• Build and refine the reports the Office of Philanthropy relies on, train new users on the database, and serve as the school's point of contact with the database vendor.
• Propose refinements to the school's data conventions when practice reveals a better way, and keep the Philanthropy Policies and Procedures Manual current.
• Maintain the annual calendar of stewardship and cultivation events and manage each event end to end, including invitation lists, responses, venue, catering, materials, seating, and day of logistics.
• Prepare briefing materials for the Head of School, the Director of Philanthropy, and trustees in advance of donor events, and record event attendance and participation in the database.
• Support the annual gala, including registration, seating, and the reconciliation of event revenue.
• Assist with Gratitude Report donor lists, checked against anonymity preferences before publication.
• Participate in required meetings, committees, and school-wide events.
• Perform other duties as assigned by the Director of Philanthropy and/or Head of School.

PROFESSIONAL QUALIFICATIONS REQUIREMENTS

• Bachelor's degree and a minimum of 2 years of experience in an administrative, database, bookkeeping, or gift processing role.
• Proficiency in Microsoft Excel and Google Workspace; experience with a donor database preferred, Bloomerang especially.
• Demonstrated accuracy with numbers and financial detail.
• Absolute discretion with confidential donor, student, and family information.

PERSONAL CHARACTERISTICS

• Team-oriented with the ability to work effectively with all members of the Charlotte Prep community.
• Strong communication and organizational skills with high levels of attention to detail.
• Positive, enthusiastic, flexible, and warm personality.
• Strong work ethic, proactive, and success-oriented.
• Takes ownership of a system others depend on, and is willing to say plainly when something looks wrong.

SUPERVISION

Reports directly to the Director of Philanthropy.

Please direct resume, cover letter, and references to Katie Keels, Director of Philantrophy; [email protected]

Charlotte Preparatory School does not discriminate on the basis of race, religion, color, national or ethnic origin, or any other legally protected classification applicable to Charlotte Preparatory School in administration of its educational policies, employment policies, admissions policies, financial aid, athletic and other school-administered programs.