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Gift & Data Processing Associate

2 months ago

Honolulu, United States University of Hawaii Foundation Full time
POSITION INFORMATION

Department: Gift Processing

FLSA Status: Full-time, non-exempt

POSITION SUMMARY

The Gift & Data Processing Associate conducts daily gift processing operations in Makana, a comprehensive, integrated, relational database system. Key responsibilities include assisting with data entry and analysis and maintaining high quality standards that support database record integrity while processing charitable contributions.

REPORTS TO

Associate Director of Gift Processing

ESSENTIAL FUNCTIONS
  • Process daily gift batches in a timely manner in accordance with Foundation policies and procedures.
  • Evaluate, sort, organize, total and deposit gifts, pledges, membership payments, and non- routine deposits daily.
  • Process credit cards payments for gifts, pledge payments, memberships, and events.
  • Create and maintain donor profiles for recurring payments on various payment systems.
  • Coordinate and analyze data for data entry projects. Enter gifts, pledges and memberships into the Makana database and maintain database integrity.
  • Produce various reports, queries, imports, and exports pertaining to the gift, pledge and membership entry process as needed.
  • Add, maintain, and update constituent records in the database as needed.
  • Produce gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate fashion.
  • Analyze pledges, gifts, and membership payments against documents and process necessary modifications.
  • Utilize various tools, software, and programs, such as GPL (Gift Pledge Loader tool), to process gift batches. Resolve any technical issues with affiliated departments to ensure accurate processing of gifts.
  • Address inquiries from UHF Staff, donors and members regarding gifts, pledges and memberships.
  • Respond promptly and courteously to donor inquiries, concerns and requests, and provide assistance to ensure donors’ needs are met.
  • Assist with the daily, monthly and annual reconciliation process.
  • Perform other duties as assigned, including but not limited to all aspects of administrative support for departmental operations including scanning, processing e-deposits, redacting, and other tasks.
  • Must commit to being available at the end of the calendar year (i.e., during winter holidays) to ensure effective and efficient gift processing and reporting.
EVALUATION

The Gift & Data Processing Associate will meet annually with his/her supervisor to put in place a plan for the year. At the end of each year, the Gift & Data Processing Associate and his/her supervisor will review progress toward the annual goals.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The successful candidate for this position should possess the following qualifications:
  • Associate degree preferred or high school diploma required, with at least 3 years of general office work experience.
  • Data entry experience preferred.
  • Must be familiar with Microsoft Office and proficient with Microsoft Word, mail merge applications and Excel.
  • Exhibit interpersonal skills using tact, patience and courtesy.
  • Ability to handle various donor concerns and inquiries, demonstrating a commitment to providing exceptional service.
  • Able to work in a team environment and independently with minimal supervision.
  • Must be organized and detail oriented.
  • Learn complex data entry codes and procedures quickly.
  • Able to multi-task, prioritize projects and review work for accuracy in a fast-paced environment.
  • Work well under pressure and meet deadlines to ensure goals are met in a timely manner.
  • Self-starter and self-motivated to problem-solve.
  • Maintain confidentiality of sensitive information and use of good judgement.
  • Excellent and precise data entry and typing skills.
  • Must reflect and represent the Foundation’s values which are Teamwork, Accountability, Service, Trust, Integrity and Excellence.

WORKING CONDITIONS

Based at the University of Hawai’i at Mānoa campus, the Gift & Data Processing Associate will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work. The Associate must be able to work to the demands of the position, which may exceed a 40-hour work week.