Database and Office Administrator - Albany Academy : Job Details

Job Details Job Location : Schellenberger Center - Albany, NY Salary Range : $50000.00 - $56000.00 Salary/year Database & Office Administrator Job DescriptionDatabase & Office Administrator, Institutional AdvancementOverviewAlbany Academy is an independent Pre-K through Grade 12 school in Albany, New York, uniquely combining single-gender and coeducational learning environments to foster intellectual curiosity, critical thinking, and strong character in each student.At the heart of our school is a passionate and highly skilled faculty, deeply committed to the academic, social, and emotional development of every student. Our educators go beyond classroom instruction—they serve as mentors, role models, and advocates who support the growth of the whole child. Through small class sizes and individualized attention, they challenge students with a rigorous, engaging curriculum while nurturing confidence, creativity, and resilience.Albany Academy's dynamic community values and celebrates diverse perspectives and life experiences, enriching the learning environment for all. Aligned with our Mission and Core Values, we are steadfast in our commitment to providing a safe, inclusive, and academically excellent school culture—one where students are inspired to lead lives of purpose, empathy, and integrity.Job Title: Database & Office AdministratorDepartment: Institutional AdvancementReports To: Assistant Director, Annual Fund and StewardshipPosition Summary The Database & Office Administrator plays a key role in supporting the day-to-day operations of the Office of Institutional Advancement. This position is primarily responsible for maintaining the integrity and accuracy of data in the Raiser's Edge database, processing all charitable gifts, and supporting various administrative functions that ensure the success of the school's fundraising and donor engagement efforts.This role requires strong attention to detail, excellent organizational skills, and a customer service mindset. The ideal candidate is a collaborative team player who thrives in a fast-paced environment and is committed to advancing the mission of Albany Academy.Key Responsibilities Database & Gift ProcessingAccurately process and enter all charitable donations into the Raiser's Edge databaseGenerate timely and accurate donor acknowledgements and tax receiptsExecute weekly gift reconciliation reports in collaboration with the Business OfficeMaintain up-to-date and clean constituent records, including contact information and giving historyCreate, export, and manage database queries, lists, and reports to support fundraising and engagement initiativesAdministrative & Office SupportServe as the first point of contact for the Institutional Advancement Office, greeting visitors and handling incoming phone calls with professionalism and warmthManage the flow of incoming and outgoing mailMonitor and maintain office supply inventoryProvide administrative support for advancement events, campaigns, and projects as neededQualifications Education:Bachelor's degree in business administration or a related field preferredExperience & Skills:Minimum of 5 years of administrative experience, preferably in a non-profit, educational, or fundraising environmentFamiliarity with basic accounting principles and financial reconciliationProficiency in relational database systems; experience with Raiser's Edge strongly preferred Demonstrated ability to: Build and run complex queriesImport and export dataCreate and interpret analytical reportsStrong attention to detail and organizational skillsExcellent interpersonal and communication abilitiesAbility to maintain confidentiality and demonstrate sound judgmentHighly proficient with Microsoft Office Suite, particularly Word and Excel Sort dataWrite formulasCreate tables and reportsCreate and execute mail mergesExcellent proofreading and editing skillsCharacteristicsAble to keep track of multiple tasks and concurrent projectsArticulate communicator, both written and verbalStrong attention to detailHighly organizedWork independently and as a team player as neededFlexible and able to pivotInspired by the mission of the school and the Institutional Advancement DepartmentStatus – Full-Time - 12-month position, Occasional night and weekend hoursSalary Range: $50,000 - $56,000Working Environment & Physical RequirementsGenerally, the role is conducted in a heated and cooled office environmentMost of the work can be done sittingRoutinely move about inside the building and occasionally outside from building to buildingFrequent interaction with others through speaking, listening, and typingAbility to operate office equipment including computers, printers, and copiers.Qualifications#J-18808-Ljbffr