Database Associate
| Organization | St. Mary's Academy |
| Date Posted | January 7, 2026 |
| City | Portland |
| State | Oregon |
| Location | 100% On-site |
| Type of Position | Full-Time |
| Primary Job Function | Administrative |
| Secondary Job Function | Fundraising |
| Educational Requirement | Bachelor's Degree |
| Experience Requirement | 3-5 years |
| Salary Range | $65,000 – $70,000 annually |
Description & Details
POSITION TITLE: Database Associate
REPORTS TO: Director of Annual Giving and Foundation Relations
FLSA: Exempt Status
JOB STATUS: Regular, Full Time (12 Month)
MISSION STATEMENT:
St. Mary's Academy, sponsored by the Sisters of the Holy Names of Jesus and Mary since 1859, is a Catholic high school for young women, providing a challenging college-preparatory education in a vibrant learning environment. Guided by the values and charism of the Sisters, St. Mary's fosters a diverse community and educates the whole person by nurturing spirituality, encouraging creativity, promoting justice, and inspiring a sense of global interdependence to prepare students for service and leadership.
GENERAL SUMMARY:
The Database Associate is an integral part of the St. Mary’s Academy Development Department, and responsible for the daily operation of the development database (Raiser’s Edge).
The Database Associate works closely with the Director of Annual Giving and Foundation Relations to ensure that all gifts from donors are accurately processed through the CRM system, tracked, acknowledged, and reconciled with the finance department. They also identify best practices and recommend procedures and solutions for database accuracy, efficiency, and processes.
PRIMARY RESPONSIBILITIES:
- Manage all aspects of gift processing, including gift entry, acknowledgement, and reporting, as well as management of donation channels
- Create and maintain accurate Raiser’s Edge reports, both regular and requested, for the Development Department, Finance Department, Communications Department, and Office of the President
- Manage Raiser’s Edge database, creating, importing, and updating records while maintaining a high level of data hygiene
- Works closely with the Finance department on all end of month reporting needs, including reconciliation processes
- Manage database processes - recommending procedural improvements, drafting or updating SOP as necessary, and conducting staff training
- Work with the Director of Annual Giving and Foundation Relations and the Director of Advancement to ensure Raiser’s Edge campaign readiness and develop processes for campaign reporting and donor stewardship
- Work with the Director of Special Events to manage importing of guests into the Greater Giving database for the annual Auction, and then exporting all giving data from said database into Raiser’s Edge when the event is done
- Manage data transfer for all Development services
- Manage recurring and matching gift processes as the department liaison to the finance department and company matching gift departments
- Perform clean-up projects regularly, and spearhead software and technology upgrades related to the database (in coordination with IT)
- Maintain supporting documents for pledges, gifts, and correspondence
- Work with the Finance department to manage SMA’s annual audit
- Support fundraising activities throughout the Development Department, including occasional event support in evenings and weekends
- Manage ongoing transition from Raiser’s Edge 7 (database view) to Web View
- Lead upcoming wealth screening project, including direct communication with vendor, project management amongst internal team, and ensuring the success of this process from start to finish
QUALIFICATIONS AND SKILLS:
- Bachelor’s degree and 4+ years of experience preferred
- Experience with Raiser’s Edge database management and Greater Giving fundraising event software
- Exceptional attention to detail and ability to meet deadlines
- Ability to multi-task and produce accurate information efficiently
- Commitment to donor-centered fundraising and exemplary follow-through
- Desire to work in dynamic, fast-paced entrepreneurial environment
- Commitment to the equity, diversity, inclusion and belonging priorities of the school
- Desire to fully engage in the life of the school and community
- Ability to maintain high level of donor confidentiality
- Desire to support the mission of St. Mary’s Academy and Catholic, all-girls education
ADDITIONAL QUALIFICATIONS PREFERRED:
- Experience developing and maintaining Microsoft Power Automate flows*
- Experience working with the Raiser’s Edge API**
- Experience in project management
- Experience managing SOP documents and change tracking
- Familiarity with laws and regulations governing charitable giving and receipting
- Familiarity with donor stewardship best practices and development administration
PHYSICAL REQUIREMENTS:
- Ability to sit and/or stand for extended periods of time
- Ability to occasionally lift up to 20 lbs.
- Ability to stoop, bend, walk and effectively communicate at levels normal for someone performing work with the general public primarily in the office environment with SMA community or off campus.
Communication forms can include but are not limited to: in-person verbal and non-verbal, written, email, telephone and public speaking to medium to large groups
SALARY: Salary commensurate with qualifications and experience.
St. Mary's Academy is an equal-opportunity employer. For positions where religious affiliation directly affects the position, St. Mary's Academy can set prerequisites regarding religion.
ALL OFFERS OF EMPLOYMENT ARE CONTINGENT UPON SUCCESSFUL COMPLETION OF A BACKGROUND INQUIRY.
Application Instructions
To Apply: Qualified applicants may submit resume, cover letter and three professional references in a single PDF to annie.diess@smapdx.org No phone calls please.