• Full Time
  • Hillsborough
  • July 31, 2024

Crystal Springs Uplands School

Located in the San Francisco Bay Area, Crystal Springs Uplands School is a 6-12 co-educational, independent day school located on two distinct campuses in Hillsborough and Belmont, CA with 125 employees. Our deeply connected culture and community celebrates scholarship, strives for balance, and fosters inclusion. The Professional Adult Community (PAC) is an experienced, collaborative group of employees who are committed to the mission and core values of the school. Crystal is full of kind, curious learners (adults and students alike) who are passionate about the school’s mission of transformative teaching and meaningful connections. We are committed to the work required to create more equitable systems and foster inclusive environments so that all members of our community can thrive together.



Through transformative teaching and meaningful connections, we empower kind, curious learners to thrive together.


We Celebrate Scholarship – The foundation of Crystal is academic excellence.
We Seek Growth Challenges – Our culture says try it.
We Foster Kindness & Inclusion – Crystal is a caring and diverse community.
We Strive for Balance – A holistic approach to well-being is integral to our mission.
We Engage with Enthusiasm – With unbounded spirit, we give our best effort every day and pay it forward to our community.
We Lead with Humility – Being grateful and open-minded, we pursue lifelong learning.


Crystal seeks a full-time, non-exempt (1.0 FTE, 12-month) Advancement Data Systems Administrator. This position is responsible for the comprehensive management of the development database, including data entry, donor information maintenance, report generation, and data analysis. The role requires meticulous attention to detail, a strong ability to manage data efficiently, and excellent communication skills.



Database Management: Proficiency in managing and maintaining advancement databases, ensuring data accuracy, integrity, and security.

Gift Management: Ability to manage and reconcile all gifts that come into the institution’s account correctly, ensuring accurate recording and acknowledgment.

Data Analysis and Reporting: Ability to analyze data, generate reports, and provide insights to support fundraising strategies and decision-making.

Technical Proficiency: Expertise in using donor management software, such as Raiser’s Edge, and familiarity with Google Sheets, Excel, and other data manipulation tools.

Attention to Detail: Meticulous attention to detail to ensure the accuracy of data entry, record-keeping, and reporting.

Project Management: Strong project management skills to oversee data projects, including data imports, research, exports, and system upgrades.

Communication Skills: Effective communication skills to collaborate with various stakeholders, including donors, board members, advancement and school colleagues, and external vendors.

Problem-Solving Abilities: Strong analytical and problem-solving skills to discover and assess problems, and troubleshoot database issues and improve data management processes.

Confidentiality and Ethics: Commitment to maintaining the confidentiality of donor information and adhering to ethical standards in data management and fundraising practices.


Database Management:

Manage and maintain the Raiser’s Edge and Blackbaud database, ensuring overall health and accuracy of data, including constituent data entry and changes.

Serve as the “Raiser’s Edge Expert,” maintaining documentation on policies and procedures, and providing updates and training to office members.

Produce fundraising reports for advancement officers, board members, and the Head of School.

Oversee the maintenance of constituent data that flows into Excel-based tracking documents and Blackbaud Raiser’s Edge from various collection sources.

Import new and update existing constituent data for students, alumni, parents, grandparents, and colleagues each summer and throughout the calendar year.

Gift Processing/Fundraising Support:

Manage all aspects of charitable gift processing, including gift entry, stock receipts, acknowledgment letters, pledge reminders, and report generation.

Prepare personalized acknowledgment letters, ensuring they are high-touch and appropriately customized.

Reconcile gifts monthly with the Business Office to ensure data accuracy and compliance with accounting principles.

Coordinate with the Director of Development on donor pledge reminders.

Provide administrative support for all fundraising initiatives, including producing targeting sheets, call sheets, and lists for solicitation and major donors.

Complete comprehensive fundraising surveys such as NAIS DASL and ABADO/AeXIS.

Generate lists for all fundraising appeals, annual giving reports, and auditing.


Reporting and Analysis:

Conduct regular audits of admission pipeline data and collaborate with the Admission/Enrollment Team to ensure timely research is being managed.

Generate lists for all fundraising appeals, annual giving reports, and auditing.

Create and distribute monthly cash reports to inform the Assistant Head for Advancement and Strategy and Associate Director of Development.

Oversee daily, monthly, and yearly reporting to reconcile Advancement records against Finance.

Prepare clear, concise, and compelling tables and charts using Crystal Reports or Microsoft Excel to effectively communicate data and its analysis in presentations.


Prospect Management:

Manage prospect research

Identify new giving prospects for research and assignment and conduct supplementary research.

Maintain moves management tracking in Raiser’s Edge for major giving prospects.

Facilitate giving and board prospect review meetings by pulling prospect lists and pipeline reports.

Ensure records of conversations/call reports are added to Raiser’s Edge in a timely manner.


Administrative Support:

Assist Development Office staff with mailings, scheduling, filing, event preparation, and other administrative needs using Raiser Edge.

Support campaign management by producing solicitation packets and scheduling.

Participate actively in Advancement staff meetings, fundraising events, and the life of the school, including some night and weekend hours.

Collaborate with the Advancement team on developing best practices for and ensuring compliance with data hygiene across the school’s systems to ensure accuracy and fidelity.

Provide additional support as needed for the Development Team.

Other duties as assigned.


Required Education, Certifications, and Work-Related Experience:

3+ years of direct, high-engagement experience with Raiser’s Edge or a similar database
Bachelor’s degree or equivalent work experience
2+ years of experience working in education or similar field
Experience working in dynamic settings serving multiple constituents
Strong technology skills with Google Workspace, and Microsoft Suite



Experience in independent schools
Spanish and/or Mandarin speaking


Physical Requirements and Work Environment:

Able to lift up to 30 pounds and climb stairs
May work at a desk and computer for extended periods


Travel Required

Light travel between the Middle School and Upper School campuses, as needed.


Affirmative Action/EEO Statement

Crystal Springs Uplands School provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status,marital status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Other Professional Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, as assigned to the Essential Functions, responsibilities, and activities, may change at any time with or without notice.



Salary and Benefits

This is a full-time, non-exempt (40 hours/week), benefits-eligible, 12-month administrative staff position, and the hourly salary is commensurate with experience within the range of $38.50 – $43.50 per hour. The recruitment period will remain open until sufficient resumes have been received and may close at any time a sufficient pool of highly qualified candidates has been established.   First consideration will be given to individuals that apply between  June 27, 2024  through July 11, 2024.   Second consideration will be given to individuals that apply between  July 12, 2024  through July 26, 2024.  The ideal start date for this position is August 15, 2024 or sooner.


To apply for this job please visit www.paycomonline.net.