Data Administrator - Blackbaud

Overview

West Side Montessori seeks a detail-oriented Data Administrator to manage data integrity, reporting, and system administration within Blackbaud. This role will support admissions, enrollment, development, and program management for Ed Choice families.

The ideal candidate combines strong technical skills with customer-service minded communication to ensure accurate data, compliant processes, and smooth program operations for families seeking or enrolled in West Side Montessori.

Essential Duties and Responsibilities

Blackbaud Administration

• Configure, maintain, and optimize Blackbaud solutions (e.g., Raisers’ Edge, Financial Edge, Enrollment Management, and related modules) to support admissions, enrollment, and reporting needs.
• Manage data imports/exports, deduplication, and data hygiene to ensure clean, accurate records.
• Build and maintain standard and ad-hoc reports and dashboards to support leadership, admissions, finance, and program needs.
• Manage user access, security roles, workflows, and data integrity controls; implement data governance practices.
• Troubleshoot data issues and collaborate with IT or external Blackbaud consultants as needed.
• Stay current with Blackbaud releases and best practices; recommend system optimizations.

Admissions Support

• Maintain accurate applicant and family records, including application status, enrollment steps, tuition schedules, and communications.
• Generate and distribute admissions reports (enrollment projections, yield analysis, waitlist status) to leadership and admissions team.
• Support communications workflows (automated emails, reminders) within Blackbaud and external systems as needed.

Ed Choice Program Management

• Manage Ed Choice enrollment data: tracking eligibility, documentation, enrollment status, and compliance requirements.
• Coordinate with Admissions to verify applicant eligibility, process award letters, and ensure timely notification to families.
• Maintain Ed Choice dashboards to monitor participation, funding status, and renewal cycles.
• Ensure Ed Choice records align with state/federal reporting and internal policy requirements.
• Prepare and reconcile Ed Choice financials for reporting and audits, coordinating with the finance team as necessary.

Data Quality and Compliance

• Develop and implement data quality checks, validation rules, and standard operating procedures (SOPs) for data entry and management.
• Ensure compliance with privacy laws and school policies (e.g., FERPA) in data handling.
• Support annual audits or reviews related to admissions, enrollment, and Ed Choice programs.

Stakeholder Collaboration

• Serve as a data liaison for Admissions, Operations, Finance, and Leadership; translate data insights into actionable recommendations.
• Train staff on Blackbaud processes, reporting standards, and new features as needed.

Documentation and Reporting

• Maintain up-to-date documentation of data flows, policies, and procedures.
• Produce monthly, quarterly, and annual reports for leadership, including enrollment metrics, retention, tuition revenue, and Ed Choice utilization.

Digitization and Process Improvement

• Identify opportunities to streamline data entry, reduce manual work, and improve user experience for staff and families.
• Participate in process mapping and project initiatives related to enrollment, retention, and program management.

Required Qualifications

• Bachelor’s degree in information Systems, Data Management, Education Administration, or a related field (or equivalent experience).
• 2+ years of experience in data administration, CRM/ERP systems, or equivalent.
• Proficiency with Blackbaud software (Raisers’ Edge, Enrollment Management, Financial Edge or equivalent) and data reporting tools.
• Strong data analysis and reporting skills (Excel/Sheets, dashboards; familiarity with data visualization is a plus).
• Excellent organizational skills with strong attention to detail and data accuracy.
• Ability to manage confidential information with discretion.
• Strong communication and customer-service orientation; ability to train staff and support families.
• Experience with Ed Choice programs or school choice initiatives is a plus (not required).

Preferred Qualifications

• Experience working in an independent school, charter school, or Montessori setting.
• Familiarity with FERPA, state education data reporting, and nonprofit compliance.
• Experience with data migration, data governance, and process documentation.
• Knowledge of additional data systems (e.g., Google Workspace, LMS platforms) and integration concepts.

Work Environment

• On-site presence preferred with potential for future hybrid scheduling.
• Collaborative team environment with cross-functional partnerships.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• May require occasional lifting of materials or files.