DEVELOPMENT DATABASE MANAGER

Job Details: Job Location: University Prep - Seattle, WA, Salary Range: $79000.00 - $89000.00Salary/year,

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 
Qualifications: 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