Database & Systems Administrator The Whitfield School

The Whitfield School, an independent school serving students in grades 6–12, seeks a collaborative, highly analytical, and detail-oriented Database & Systems Administrator to manage and support the school’s institutional data and core administrative systems. The ideal candidate values working closely with colleagues, sharing expertise, and learning from others. The desired start date for this position is mid-November.

Reporting to the Director of Technology, the Database & Systems Administrator is responsible for database administration, data integrity, reporting, system configuration, integrations, and data processes across the school. This position works extensively with Blackbaud Raiser’s Edge, Microsoft Excel, and Veracross, Whitfield’s Student Information System and enterprise database platform.

We are particularly interested in candidates with strong Raiser’s Edge experience and advanced Microsoft Excel skills. Previous Veracross experience is welcome but is not required. A candidate with strong database skills, an understanding of relational data, and the ability to learn complex systems can be successful in this role.

The Database & Systems Administrator works collaboratively with Development, Admissions, the Business Office, academic leadership, Communications, and other departments to ensure that institutional data is accurate, secure, accessible, and effectively supports school operations.

Primary Responsibilities

Database & Systems Administration

• Administer and support the school’s core database and administrative systems, including Raiser’s Edge and Veracross.
• Maintain the accuracy, integrity, consistency, and security of institutional data.
• Manage system configuration, user accounts, roles, permissions, and access according to established security practices.
• Manage complex data imports, exports, updates, cleanup, reconciliation, and migration projects.
• Troubleshoot system, data, reporting, and integration issues.
• Manage and monitor data exchanges and integrations between systems.
• Work with vendors and technology partners to troubleshoot issues and implement improvements.
• Document system configurations, processes, integrations, and recurring administrative tasks.

Raiser’s Edge & Development Data

• Support the administration and effective use of Blackbaud Raiser’s Edge.
• Partner with Development to maintain accurate constituent, alumni, donor, and gift records.
• Create and manage queries, exports, reports, lists, and data processes.
• Support Development reporting, segmentation, data cleanup, and reconciliation.
• Establish and maintain consistent standards for constituent and Development data.
• Support accurate data exchange between Raiser’s Edge, Veracross, and other school systems.

Excel, Reporting & Data Analysis

Advanced Microsoft Excel skills are an important component of this position. The Database & Systems Administrator regularly works with large and complex datasets to analyze, reconcile, transform, and validate institutional information.

Responsibilities include:

• Build and maintain Excel workbooks for data analysis, reconciliation, and reporting.
• Use advanced formulas and functions such as XLOOKUP/VLOOKUP, INDEX/MATCH, SUMIFS/COUNTIFS, conditional logic, and text and date functions.
• Create and work with PivotTables and large datasets.
• Compare information from multiple systems and identify discrepancies.
• Clean, normalize, merge, and transform data for imports, reporting, and analysis.
• Validate data before large-scale imports or database updates.
• Develop repeatable processes that reduce manual work and improve data accuracy.

Experience with Power Query, Power Pivot, SQL, APIs, or data visualization/reporting tools is a plus.

Veracross Administration

• Serve as a primary administrator for Veracross.
• Support Veracross configuration, queries, reporting, roles, permissions, and workflows.
• Support school departments in their effective use of Veracross.
• Manage and troubleshoot imports, exports, integrations, and third-party data exchanges.
• Support recurring school processes including enrollment, school-year rollover, scheduling, grading, reporting, and other administrative workflows.
• Work with Veracross support to troubleshoot issues and implement system improvements.

Previous Veracross experience is not required. Training and professional development will be available for a candidate with strong underlying database and systems skills.

Business Process & Department Support

• Partner with departments to understand their operational and data needs.
• Translate business requirements into effective system, reporting, and workflow solutions.
• Identify opportunities to simplify, standardize, and automate processes.
• Develop documentation and provide training for employees using institutional systems.
• Provide responsive support to both technical and non-technical users.
• Balance departmental needs with institutional standards for data quality, security, and system design.

Data Governance, Security & Business Continuity

• Maintain appropriate system access based on job responsibilities and established security practices.
• Protect confidential student, family, employee, donor, and financial information.
• Establish and maintain data standards and best practices.
• Maintain documentation for critical processes, integrations, reports, and recurring tasks.
• Help ensure continuity of critical school operations.
• Collaborate with the Director of Technology on data governance, systems planning, security, integrations, and strategic technology initiatives.

Qualifications

Required

• Experience with Blackbaud Raiser’s Edge or a comparable constituent/development database.
• Advanced Microsoft Excel skills and experience manipulating and reconciling large datasets.
• Experience with database management, reporting, queries, imports, exports, and data integrity.
• Strong understanding of relational data and the downstream impact of changes to institutional information.
• Exceptional attention to detail and commitment to data accuracy.
• Strong analytical, troubleshooting, and problem-solving skills.
• Ability and willingness to learn new enterprise systems.
• Strong written and verbal communication skills.
• Ability to work effectively with technical and non-technical colleagues.
• Ability to manage multiple priorities and work independently.
• Demonstrated discretion when working with confidential information.

Preferred

• Direct experience with Blackbaud Raiser’s Edge.
• Experience supporting Development or fundraising operations.
• Experience creating Mail Files
• Experience with Veracross or another Student Information System.
• Experience with reporting/data visualization tools.
• Experience managing system integrations or automated workflows.
• Experience in an independent school, K–12 school, higher education, nonprofit, or similar environment.

The Successful Candidate

The strongest candidate may not already know every system Whitfield uses. We are looking for someone who understands data and systems — how information is structured, how systems relate to one another, how to identify inconsistencies, and how to manipulate and validate large datasets without compromising their integrity.

You should be comfortable receiving two large datasets from different systems and determining why the numbers do not match.

You should also enjoy working with colleagues across departments, understanding how and why a process works, and identifying ways to make that process more accurate, efficient, and sustainable.

Systems can be learned. Strong analytical thinking, excellent data skills, attention to detail, curiosity, and sound judgment are what will make someone successful in this role.

Interested candidates should submit the Whitfield Application for Employment form (click here) which includes submitting two PDF files through the application:

1. Cover letter as introduction to search committee
2. Resume detailing experiences and qualifications

Whitfield actively seeks to forward the equity and diversity of our community in our admissions, programming, policies, and hiring. We do not discriminate on the basis of race or color, religion, age, nationality, ethnicity, economic background, disability status, protected veteran status, sex, gender identity or expression, or sexual orientation. The Whitfield School is an equal opportunity employer and we encourage all candidates to apply.