Advancement Data Coordinator
Position Summary
The Advancement Data Coordinator is responsible for managing the Academy's gift processing,
acknowledgement letters, management of the donor database, prospect tracking, and creation and
production of reports and dashboards, ensuring that the Advancement department operates with
accurate, organized, and actionable information. This position reports to the Director of
Development & Alumnae Engagement.
This role plays a critical behind-the-scenes function by maintaining data integrity, supporting
donor identification and tracking, and producing clear reports that guide fundraising strategy. The
Advancement Data Coordinator works closely with the Director and team to ensure that outreach,
engagement, and solicitation efforts are informed, timely, and aligned with revenue goals.
This is a 12-month position aligned with the academic calendar and event cycle.
Essential Duties and Responsibilities
Gift Processing and Acknowledgement
Ensure that all gifts to the Academy and the Foundation are properly and accurately recorded and
receipted.
Prepare acknowledgement letters and ensure that they are sent promptly
Prepare and distribute year end giving summaries
Provide donor lists as requested and maintain accurate records of giving societies and other
donor recognition listings.
Database Management & Data Integrity
Maintain and manage the Academy's donor database (CRM), ensuring accuracy, completeness, and
consistency of records
Enter and update donor, alumnae, parent, and prospect information in a timely manner
Establish and enforce data standards and best practices across the department
Perform regular data audits and cleanup to ensure reliability of information
Work with other Academy staff to ensure successful migration of records from student system to
alumnae system
Prospect Tracking & Pipeline Management
Support the identification and tracking of prospective donors, including alumnae, parents, and
community stakeholders
Maintain an organized and up-to-date donor pipeline, tracking movement through stages
(identification, cultivation, solicitation, stewardship)
Collaborate with the Director and Engagement team to ensure prospects are appropriately
prioritized and followed up on
Conduct basic prospect research to support donor identification and cultivation efforts
Prepare donor profiles and briefing materials for meetings with the Director and President
Track donor history, engagement, and giving patterns
Reporting & Analytics
Generate regular reports on: Fundraising progress and revenue tracking
Donor participation and trends
Pipeline activity and movement
Provide clear, concise summaries to support decision-making
Track and monitor key performance indicators (KPIs) for the department
Administrative Support
Support data needs for the Annual Giving program, including reunion-based campaigns
Track participation rates and campaign progress
Coordinate with the Annual Giving Consultant and Program Manager to ensure alignment between
outreach and data
Collaborate with internal departments (Admissions, Business Office, etc.) to ensure accurate and
consistent data sharing
Support integration of parent and student data into long-term alumnae and donor tracking
Qualifications
Required
Bachelor's degree or equivalent professional experience
Minimum of 3–5 years of experience in data management, database administration, development
operations, or a related field
Strong attention to detail and commitment to data accuracy
Experience working with databases or CRM systems (e.g., Raiser's Edge or similar)
Proficiency in Excel or Google Sheets, including the ability to organize, analyze, and report on
data
Demonstrated ability to produce clear, accurate reports and summaries
Strong organizational and time management skills
Preferred
Experience in a school, nonprofit, or advancement/development environment
Familiarity with fundraising processes and donor lifecycle
Experience with data segmentation and reporting for campaigns
Key Competencies
Highly detail-oriented and organized
Analytical and comfortable working with data
Reliable and consistent in managing information
Clear communicator, able to translate data into usable insights
Collaborative and responsive to team needs
Discreet and professional when handling confidential information
Come make a difference at Ursuline Academy!
Ursuline Academy of New Orleans, founded in 1727 and sponsored by the Ursuline Sisters, is a
Catholic school for girls offering a strong educational environment from early childhood through a
college preparatory secondary program.
In a diverse community with an inspiring heritage, Ursuline Academy fosters spiritual formation,
academic excellence, and a life-long commitment to Serviam: I will serve. The Academy values the
uniqueness of each student, nurtures the whole person, develops leaders of confidence and
compassion, and prepares them for life in a global society.
The Academy's all-girls environment empowers students to challenge themselves, explore outside
their comfort zones, and expand what they are capable of achieving. We focus on STEM and the Arts
as equal partners to power this 21st-century learning.