Manager, Database & Donor Relations

West Point Grey Academy is seeking a permanent, full‑time Manager, Database & Donor Relations to join our Advancement Department, Reporting to the Director of Advancement, this role plays a key part in stewarding accurate data, strong systems, and thoughtful processes that support fundraising, alumni relations, and community engagement.

Great schools thrive on strong relationships—and those relationships are strengthened by reliable systems, clear information, and people who care deeply about accuracy, service, and trust. The Manager, Database & Donor Stewardship helps ensure that our Advancement work is grounded in high-quality data, sound judgement, and a collaborative, school-centred approach.

The Impact of this Role:

In this role, you will help ensure that:

• Advancement data is accurate, current, secure, and well-governed
• Fundraising, stewardship, alumni, and community engagement efforts are supported through credible reporting and collaboration
• Colleagues can make informed decisions using consistent, well-structured information
• Donor, alumni, and family records reflect care, respect, and confidentiality
• Database processes support both day-to-day operations and long-term advancement goals

At WPGA, you'll be directly involved in:

Database Management & Data Integrity

• Managing the school's Advancement database (Raiser's Edge), ensuring data accuracy, consistency, and integrity
• Establishing and maintaining standards for data entry, coding, reporting, and governance
• Developing expertise within database to support donor segmentation and growth in preparation for campaigns
• Supporting gift processing, donor records, acknowledgements, and stewardship workflows

Reporting, Insights & Decision Support

• Designing and generating timely reports and dashboards to support fundraising, campaigns, donor stewardship, and leadership decision-making
• Supporting forecasting, segmentation, and analysis to inform advancement strategies

Collaboration & Systems Support

• Working closely with Advancement colleagues to understand operational needs and improve processes
• Supporting colleagues in using the database effectively through guidance, documentation, and training
• Partnering with Finance, IT, Enrolment, and other departments where data, systems, and reporting intersect

Stewardship, Privacy & Professional Practice

• Ensuring adherence to privacy legislation, donor intent, and ethical data practices
• Using database to develop tracking systems to enhance donor and volunteer stewardship
• Participating in department planning, goal-setting, and reflection

About You

I understand that...

• Advancement data represents real people, real relationships, and real trust
• Accuracy, confidentiality, and good judgement are essential in a school and non-profit context
• Strong systems enable meaningful relationship-building and stewardship
• Independent schools rely on collaboration, adaptability, and shared accountability

I bring experience in…

• Managing relational databases or CRMs in a non-profit, educational, or mission-driven environment
• Data integrity, governance, reporting, and process improvement
• Supporting fundraising, alumni relations, or donor stewardship through data integrity
• Translating complex data into clear, usable information for diverse audiences
• Working collaboratively with colleagues who have varying levels of database familiarity
• Mandarin language skills are considered an asset

I am able to...

• Maintain clean, reliable, and well-structured data across complex record types
  
• Design and deliver reports that support both operational needs and strategic decision-making
• Balance precision with practicality in fast-paced, relationship-driven environments
• Communicate clearly and respectfully with colleagues, ensuring data practices feel supportive—not gatekeeping
• Apply sound judgement when handling confidential, sensitive, or incomplete information

I am becoming more...

• Proactive in using data to anticipate needs and improve advancement outcomes
• Strategic in aligning systems and reporting with organizational goals
• Confident in guiding others toward consistent, ethical, and effective data use
• Attuned to the human impact of database work within a school community

In my work, I want to…

• Support meaningful connection and generosity within a school community
• Build systems that others trust and rely on
• Be a part of a collaborative, values-centred Advancement team
• Feel purposeful, respected, and engaged in work that supports long-term institutional sustainability

Qualifications

• Post-secondary degree or equivalent combination of education and experience in a relevant field, such as
  • Business Administration
  • Information Management/Information Systems
  • Marketing, Communications, or Fundraising
  • Nonprofit Management
  • Progressive experience managing a CRM or donor database

About Us

Founded in 1996, West Point Grey Academy is an independent co-educational day school in Vancouver, British Columbia. Set on 18 acres with sweeping views of English Bay and the North Shore mountains, we offer future-focused programs to approximately 940 students from Junior Kindergarten to Grade 12.

Our Process

At West Point Grey Academy, we use a competency-based hiring process to create consistency, reduce bias, and focus on what matters most—skills, judgement, and contribution to our community. Our process is designed to be fair, efficient, and respectful of the candidates' time.

If you require accommodations to fully participate in our process, please contact careers@wpga.ca.

1. Screening

At West Point Grey Academy, we value strong professional practice and the unique skills each candidate brings. To support a fair, efficient, and human-centred hiring practice, candidates will be asked to respond to a small number of targeted screening questions focused on core competencies relevant to this role.

The screening questions are designed to provide insights into how you approach your work, solve problems, communicate with others, and contribute positively within a school community. Responses will be reviewed thoughtfully and consistently, with an emphasis on competencies and alignment with our values rather than writing style or polish.

You may respond directly on the form provided or submit your responses as a single document and upload your file. Use of AI tools is permitted. If you choose to use AI support, please include a brief one-line note at the end of your submission confirming how AI was used, and how you ensured the responses reflect your own experience and judgment.

2. Initial Conversation (30 minutes)

Successful candidates selected to move forward in the process will be contacted to arrange an informal conversation. This is your opportunity to interview us—you will be able to ask your questions about the school and the role.

3. Authentic Belonging Interview (min 1 hour)

If successful, you will progress to final interviews, where we will discuss how your experience and practice align with WPGA's expectations, and how you could contribute to our school.