Database and Donor Relations Specialist

Academy at the Lakes, a PreK3 through Grade 12 school located just north of Tampa, FL, seeks a Database and Donor Relations Specialist with an anticipated start date of July 1. Enrolling approximately 500 students on two campuses, Academy is one of the Tampa Bay area’s top college preparatory schools.

Academy at the Lakes is a learning community of shared values dedicated to the success of each individual at school, in the community, and in the world. We celebrate the love of learning and the joy in the journey.


The Database and Donor Relations Specialist provides a broad range of donor stewardship, coordination, administrative, and project support for the Development Office to assist in strengthening a strong culture of philanthropy throughout the School and the larger community. Working closely with the Director of Development, the Database and Donor Relations Specialist will perform administrative tasks and create and maintain the workflow of the Development Office. The person in this role exercises frequent independent judgment when processing donors’ gifts and inquiries and updates and maintains confidential donor information following AATL policies and procedures to ensure the integrity of the Development Office.


Working closely with the Director of Development:

• Responsible for maintaining an accurate donor database, including updating, adding, merging, and maintaining donor and prospect constituent records; recording, tracking, and acknowledging all donations and pledges; and creating mailing lists for newsletters, communications, and fundraising campaigns.
• Manage systems and software to track and cultivate donors and prospects (portfolio management), including our database and wealth screening tools; prepare and interpret reports.
• Create and manage online donation forms, update and maintain all campaigns within the database, code incoming gifts appropriately, create weekly donation logs, and assist with monthly deposit reconciliation with the Business Office.
• Coordinate general stewardship activities for donors and prospects, including preparation of thank you notes, events, and publications, with an emphasis on the annual report and donor retention initiatives.
• Assists in executing logistics, securing event venues and vendors, including all necessary permits, contracts, and payments, and providing internal support to the Development Office.
• Work closely with the Marketing team to enhance, create, update, and, when necessary, write content for the Development portion of the school’s website, social media channels, and both printed and electronic communications (as related to donor stewardship).
• Handle department administrative functions, including organizing and maintaining permanent department files, reserving rooms for meetings, preparing meeting materials, taking minutes at meetings and distributing them to attendees, creating mailing lists, submitting and tracking work orders/facilities requests, and preparing purchase orders and check requests.
• Provide administrative support for the Development Office.


• Strategic thinking abilities as well as both a donor-centric and goal-oriented approach
• Excellent oral and written communication and interpersonal skills, as well as strong customer service orientation; ability to communicate and interact effectively with multiple constituencies
• Proficiency with all Microsoft Office applications, including Excel and merge applications, as well as experience working with donor databases, prospect research tools, social media, email marketing tools, and a strong data and financial skills
• Demonstrated ability to pay close attention to detail, to efficiently organize and manage several projects simultaneously, and to prioritize work in a fast-paced environment while setting and meeting deadlines
• Positive attitude, relationship-building skills, a high-level of self-motivation, and a
strong, responsible work ethic
• Demonstrated ability to work independently and as part of a team, to think ahead and
be a problem-solver
• Flexibility to adapt to daily changes in duties based on the current activities of the Development Office
• Willingness to work occasional evenings and weekends, as necessary
• A clear understanding and appreciation of the role of a private, independent school and commitment to its philosophy, mission and objectives


Bachelor’s degree with a minimum of one-year related experience OR an associate’s degree with a minimum of three years of related professional experience, preferably related to development at an independent school or in higher education, including experience in Microsoft Office, donor database management systems, gift receipting and stewardship practices. Donor Perfect experience a plus.


Department: Development
Status: Full-time
Work year: Twelve month
Work hours: Must be able to work flexible hours, with standard hours being 8am – 4pm, including some Saturdays, holidays and evenings

Interested applicants can formally apply by sending a resume and cover letter to Jessica Fugate, director of development, at jfugate@academyatthelakes.org.