Gift Processing and Records Management Specialist

2 months ago

Harrisonburg, Virginia, United States Commonwealth of Virginia Full time

About the Role:

The Commonwealth of Virginia is seeking a highly skilled and experienced professional to fill the position of Assistant Director, Advancement and Records Management. This role will play a critical part in managing gift processing and records management processes and procedures for the Commonwealth.

Key Responsibilities:

  • Assist in managing all gift processing functions performed by the Advancement team.
  • Manage and execute daily operations by coordinating the workflow; have primary responsibility for ensuring the completion of daily review of data entry batches, prior to posting to the database.
  • Mentor, train, and provide evaluative feedback for gift processing staff, providing excellent customer service to all constituents and working cooperatively as a member of the Advancement unit.
  • Resolve problems arising from ambiguity of data and revise standard operating procedures and make recommendations for policy changes as needed; consult with Director if decisions require major changes in specified procedures and/or in situations where best practices are unclear.
  • Responsible for complex research to ensure accuracy in the data that is being entered and processed. This also requires the ability to analyze this research as it relates to recording gifts, matching gifts, pledges, and biographical data.
  • Demonstrate positive, effective relationships with key stakeholders, both internal to Advancement and external, including donors, the JMU Foundation, the Duke Club, University Advancement departments, as well as University colleges and departments.
  • Assist the AGR Director on setting the strategic direction of the department, including project prioritization and resources allocation.
  • Communicate with various constituents across the university, including University Advancement, the JMU Foundation, the Duke Club, and JMU donors and constituents regarding gift-related topics or biographical information updates.
  • Assist and support CRM implementation of Affinaquest by serving as an advocate for the platform across the division and with campus partners.
  • Integrate AIS vision, mission, and values into operations of Advancement Gifts and Records.
  • Provide support for all aspects of gift processing as needed.

Requirements:

  • Bachelor's Degree
  • Previous professional experience in gift and data processing required, or equivalent work experience in records management. This includes gift-related items (receiving, processing, depositing, and reporting of gifts, pledges, payments, adjustments) and data management functions (biographical data entry, using automated processes, data standards, and integrity checks).
  • Ability to consistently produce work with a high degree of accuracy, ensuring all tasks and projects are completed with precision.
  • Ability to analyze complex information and data sets, recognizing patterns and discrepancies that may require further investigation or clarification.
  • Strong organizational, interpersonal, and communication (written and oral) skills oriented toward a customer service mindset.
  • Proficient with new technology and CRM platforms; ability to streamline operational efforts and develop standardized processes.
  • Strong planning, administrative, time management, and organization skills.
  • Weekend and/or evening work may be required during peak periods.

Preferred Qualifications:

  • Experience using Ellucian Advance, Affinaquest, and other Salesforce platforms.
  • Familiarity with CASE Standards and IRS regulations.
  • Ability to interact with a wide variety of staff, faculty, students, donors, and organizations.

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. The Commonwealth of Virginia uses the E-Verify system to confirm identity and work authorization.

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