Westminster College

Database Management Associate


Fulton, MO


Full Time


Database Management Associate


Department:                                 Institutional Advancement - Office of Advancement Services                       

FLSA:                                           Non-Exempt

Reports to:                                   Director of Advancement Services

This position requires a qualified candidate who is capable of managing highly detailed processes for data entry and coding while at the same time contributing to strategic planning and annual assessment of projects and programs managed within the Office of Advancement Services.  The nature of the role requires a high-level of communication and collaboration with team members of Institutional Advancement and also other offices across campus.  The role includes a combination of both daily, routine work in combination with larger scale special projects.            

Essential Functions:

The statements below are intended to describe the principal duties of the person or persons assigned to this job. They are not intended to be an exhaustive list of all job duties and responsibilities.

  • Assist the Director of Advancement Services in developing the annual strategic plan for database management and launching data integrity initiatives.  This position meets regularly with the Director of Advancement Services to assess progress on current data projects and also establish specific goals and tactics for future projects regarding data integrity for the Raiser's Edge software. 
  • Assist in establishing, implementing, and maintaining written policies and procedures regarding data entry and data management.  Additionally, executes an annual review and assessment of the policies and procedures. 
  • Manage the daily data entry process and batch reporting in the Raiser's Edge Database with a primary focus on charitable gift data entry.  A key function of this position is to manage the coordination between appeal, campaign and fund records to ensure proper gift data coding for reporting purposes. 
  • Manage data entry process for pledge commitments and planned gifts to ensure that all comprehensive information is accounted for in the database record including scanning appropriate documents on the appropriate College network drives. 
  • Configure and process monthly gift revenue reports for the Institutional Advancement Office and the Business Office to track received gift revenue at the end of each month of the fiscal year.  As needed, this position will also manage additional requests from the Business Office with regard to pledge write-off reports and cash-flow pledge reports.
  • Configure and produce weekly and/or semi-monthly reports to the staff point person and/or committee leaders for special fundraising initiatives.
  • Assist the Director of Advancement Services in working alongside the Business Office to plan, assess, and recap the annual endowment draw.
  • Manage the tracking of all donor recognition societies within the Raiser's Edge Database for Westminster College and America's National Churchill Museum.  Provides weekly and/or monthly membership reports to the appropriate staff members to assist with stewardship outreach efforts and donor recognition.
  • Coordinate all other major data updates within constituent records for Raiser's Edge, including updates to addresses, marital status and children, contact information, and employment details.
  • Assist with data preparation for the Phonathon calling program and all other annual fundraising programs, with special regard to the extensive amount of appeal coding that is required to in executing the fundraising efforts.
  • Assist in providing basic Raiser's Edge training to all members of the Institutional Advancement department. 

Job Requirements:

*Education:   Associate's degree or relevant database experience.

*Experience: A minimum of two years computer operations, data entry experience or general office experience.  Excellence working knowledge of Microsoft Word and Excel.  Experience with database systems (specifically Raiser's Edge) or Microsoft Access is preferred. 


  • Attention to detail
  • Commitment to accuracy
  • Ability to work with confidential information
  • Must be able to meet deadlines
  • A willingness to work on a team to establish goals, strategies, and implementation of programs

Equipment to be used:

Must be able to operate the computer and all of the associated software used at the college including Microsoft Office 365 and Raiser's Edge and other office machines such as the fax, calculator, telephone, copy machine and printers. 

Typical physical demands:

 Requires manual dexterity sufficient to operate standard office machines. Requires a normal range of hearing and vision.  May require lifting up to 25 lbs. 

Working conditions:

Private office in climate controlled building.  

To Apply:

From external job sites go to this link: https://westminster-college.apscareerportal.com/jobs/1068407/apps/new 

From the Westminster College website: Upload your Resume under the 'resume/qualifications' option to the right.  Select the 'add a cover letter' option to upload your cover letter and complete the Westminster application form.  Review of applications will begin immediately and will continue until the position is filled or the search is closed.

Westminster College encourages and gives full consideration to all applicants for admission, financial aid, and employment.  The College is committed to creating a diverse environment and is proud to be an equal opportunity employer.  The College does not discriminate in access to, treatment of, or employment in, its programs and activities on the basis of race, color, age, religion, sex, gender, sexual orientation, gender identity or expression, national or ethnic origin, citizenship, veteran status, marital status, disability, or genetic information.  Inquiries about compliance with this prohibition should be directed to: 

Associate VP & Chief HR Officer/Title IX Coordinator

501 Westminster Ave, Westminster Hall 146

Fulton, MO  65251




Company Website: WWW.WCMO.EDU

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U.S. Equal Opportunity Employment Information (Completion is voluntary)

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.