Donor Data Management Associate

  • by
The Bear Creek School
May 4, 2021
8905 208th Ave NE, Redmond, Washington
Job Type


Job Title: Donor Data Management Associate

Position Type: Non-Faculty, Exempt, Part-time

Reports to: VP for Philanthropy and Community Engagement

Hourly Rate: $20 per hour

Closing Date: When Filled

Start Date: June 1, 2021 or when filled

Application:  Application accepted at

The Bear Creek School is a classical Christian School for Preschool – 12th grade. We are a nondenominational, private, day school accredited by the Northwest Association of Independent Schools (NWAIS) and Cognia (formerly AdvancEd). Please see our website,, for additional information.


This part-time position is primarily a data management position working in fundraising databases (Veracross, OneCause) and the Microsoft Office suite, particularly Excel and Word. The PACE Associate is responsible for database management, including donor gift processing and acknowledgement, mailing list and report generation, matching gift administration, record-keeping, and filing. The PACE Associate also provides logistical and clerical support for the fundraising, alumni, and community engagement programs. While training on specific database platforms used by the school will be provided, the position requires very strong attention to detail and accuracy and the ability to manage data in a variety of forms.


Database Management, Data Entry and Donor Acknowledgement (75%)

  • Process all pledges and gifts, including faculty and staff payroll deductions, online/credit card and outright contributions using Veracross and OneCause database software.
  • Prepare and send pledge and gift acknowledgments.
  • Follow up and send pledge reminders as necessary.
  • Process credit card charges; issue credit card refunds for donations as necessary.
  • Prepare deposits and issue timely deposit reports to Business Office.
  • Create and mail annual Tax Receipts to donors.
  • Process corporate matching gifts.
  • Provide support for the auction, including data entry into the auction database, assistance with cataloging and labeling items, and other projects as assigned.
  • Input event attendance and volunteer roles into the database.
  • Prepare monthly philanthropy reporting.
  • Create lists using various criteria for different school needs.

Community Engagement (20%)

  • Coordinate Grizzly Gram mailing for grandparents and process returned Grams for distribution.
  • Coordinate process of creating and mailing student birthday postcards.
  • Assist with logistics and clerical support for PACE and community engagement events as needed.
  • Manage the baby gift distribution to parents, faculty, and staff with new infants

Administrative Support (5%)

  • Provide administrative support for alumni, parent of alumni and fundraising events as needed, including processing RSVP lists; creating nametags, organizing logistics, and greeting at the event. Some events take place in the evening and/or on weekends.
  • Maintain internal Operations and Procedure manual.
  • Provide general administrative and clerical support to the PACE team.
  • Complete other duties as requested to support the projects and goals of the PACE Department.


  • High school diploma required; bachelor’s degree preferred.
  • Minimum 1-2 years of administrative experience, preferably in a fundraising environment.
  • Demonstrated competency with CRM and relational databases. Proficiency with fundraising software highly desirable.
  • Demonstrated high level of proficiency with Microsoft Office products, including Word and Excel.
  • Extraordinary attention to detail, accuracy, and organizational skills with ability to maintain effectiveness in a busy office setting.
  • Flexibility and willingness to function as a team player.
  • Good written and oral communication skills.
  • Ability to work independently and manage multiple projects and work assignments.
  • Ability to set goals and achieve success in a disciplined, time-sensitive way.
  • Demonstrated ability to apply sound and timely judgment in all situations, especially those related to donor issues.
  • Ability to maintain strict confidentiality of sensitive information.
  • Willingness to work occasional evenings and weekends as warranted.


  • Positively support the school’s policies and practices and work collaboratively in a professional organization
  • Truthful, positive, and purposeful when communicating with others
  • Able to professionally communicate with volunteers and staff
  • Accurate and detailed, with careful attention to precision and procedures
  • Ability to document pertinent data for administrative follow up as needed
  • Able and willing to work flexible hours to accommodate scheduling demands
  • Flexible and adaptable in dealing with new, different or changing requirements
  • Maintain confidentiality and security of information
  • Hold self and others accountable to accomplish results
  • Effective in handling multiple concurrent tasks
  • Adhere to biblical standards in all areas of conduct


The Bear Creek School is an equal opportunity employer and is required by law to perform background checks on selected qualified candidates. All employees of The Bear Creek School must agree to carry out their responsibilities in a manner that is consistent with The Bear Creek School’s Mission Statement, Statement of Faith, Employee Handbook, and conduct themselves in a manner consistent with Biblical standards.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees and students.

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