Database Coordinator

Brimmer and May, Chestnut Hill, MA

Accredited by NEASC

Role Focus:

The role of the Database Coordinator is an integral part of the school since this role touches every aspect of the business systems throughout the school. Providing accurate and timely information is vital to this position. Reports directly to the Head of Upper School but supports many administrators and departments. It is important that this person be able to support the Academic and College Guidance offices in the Hastings Center and the Development and Admissions offices. While in the Hastings Center this role acts as a backup to the front desk receptionist.

General Responsibilities:


  • Create new forms as needed
  • Maintain/edit existing forms each year
  • Assign forms accordingly
  • Retrieve and process data from forms for specific departments
  • Retrieve and process all changes of information/contact submitted online across all platforms
  • Complete all EOY procedures in June

Parent-Teacher Conferences

  • Query database for information on students, classes and schedules for import
  • Create Lower School Goals Conferences in October
  • Create Lower School Conferences in November and February
  • Create Middle/Upper School Conferences in November and April

All Divisions

  • Import all student, faculty, and staff information into the Emergency Broadcast System
  • Maintain all parent email addresses in Constant Contact
  • Remove withdrawn students and their families from all appropriate systems
  • Maintain class rosters for all students

Upper School

  • Maintain and update student graduation tracking forms
  • Work on pulling specific lists
  • Process all add/drops during add/drop period
  • Maintain rosters for all diploma programs and honors distinction
  • Enter community service hours on database

Lower School

  • Maintain and update progress reports and report card templates Admissions
  • Create user profiles for accepted students and families on Brimmer website
  • Assign and test all enrollment forms
  • Create enrollment records for all admitted students
  • Enter admitted students and their parents/guardians into all systems

Development Office

  • Enter gifts into Raiser’s Edge Database
  • Create personalized acknowledgment letters
  • Create mailing lists for different constituency letters throughout the year
  • Create mailing lists for the Brimmer Magazine and Holiday cards
  • Continuously update all constituent information
  • Maintain alumni emails in Raiser’s Edge and Constant Contact
  • Prepare mailings for different constituency letters throughout the year
  • Create templates for Annual Report draft and Annual Report
  • Turnover database at the beginning and end of each school year
  • Assist in database management for Auction
  • Assist in the setup on the day of the Auction
  • Provide technical support on the day of the Auction
  • Report monthly and year to date gift details to Business Office
  • Report all online gifts to Business Office
  • Participate as a member of the Development Team

College Counseling

  • Maintain transcripts on Naviance
  • Import students and parents into Naviance
  • Import test scores into Naviance
  • Make changes to student transcripts as needed


To perform the job successfully, an individual should demonstrate the following competencies:

  • Ability to Learn and Teach Others Established Procedures - Recognizes the importance of learning and motivates others by own enthusiasm while recognizing differences in technical ability. Able to learn and reproduce the current processes and recommend best practices to streamline School procedures. 
  • Cooperates Positively as a Team Member - Actively seeks and incorporates the ideas of others. Must be comfortable interacting with many different personalities.
  • Treats Others with Respect - Models professionalism; treats all with equal respect and courtesy, regardless of position or affiliation.
  • Time Management Skills - Manages many tasks and projects simultaneously while adhering to deadlines. Maintains appropriate work/life balance without compromising expectations of others. Respected for ability to meet deadlines and “make” time for unexpected projects or requests.
  • Organizational Skills - Creates action plans to meet goals and objectives and conducts periodic reviews of progress and measures against goals. Recommends and establishes internal and external policies to ensure the success of the School. Exercises self-motivation with an excitement to learn and grow within the position and organization.
  • Written and Verbal Communications Skills -  Exhibits strong interpersonal skills and maintains open communication channels with numerous constituencies of the School, including peers, administrators, parents and vendors.
  • Problem Solving Skills - Considers a broad range of internal and external factors when solving problems. Grasps complexities and perceives relationships among different problems or issues.
  • Attention to Detail - Shows a high attention to detail when entering and manipulating all data.

Education and Experience:

The ideal candidate will hold a bachelor’s degree with a minimum of 3-5 years expertise in non-profit systems, with a proven record of database management, ideally in an independent school or higher education setting. This position requires strong organization, written and verbal communication, and interpersonal skills. A solid and complete understanding of relational databases and proficiency in managing various software platforms is imperative. Experience with Excel, Office and other systems is required and experience with Blackbaud’s Raiser’s Edge and FileMaker Pro Advanced is highly beneficial.  Highest regard for confidentiality and exemplary ethical standards is necessary, as well as the ability to manage multiple tasks and projects under the pressure of deadlines. 


Other Qualifications:

All prospective employees must be able to adequately clear a background check.


Physical Demands and Work Environment:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee must be physically and mentally capable of performing multiple tasks (such as phone calls, computer work, and receiving visitors) under stressful situations and able to function in a fast-paced environment. The noise level in the work environment is usually moderately quiet; however, variations in noise level may occur when the employee attends school functions such as assemblies, sports activities and when covering the front desk in the Hastings Center.

  • Coordinator
  • Database