Gift Processing and Data Coordinator

1 week ago

Boston, Massachusetts, United States InsideHigherEd Full time

Job Summary:

The Gift Processing and Data Coordinator will be responsible for providing coordination of activities relating to data and gift processing. This includes running batch reports of gifts recorded and acknowledgement letters of donation. The successful candidate will work closely with the Director of Advancement Information Systems to maintain the Ellucian/Advance database structure; ensure data integrity, create and run reports. Additionally, the Gift Processing and Data Coordinator will oversee data entry staff and ensure that data is being accurately recorded in the Advance system.

Key Responsibilities:

  • Ensure that biographical and gift data is being recorded in a timely manner on the Advance system.
  • Record all donor pledges on the Advance system.
  • Identify and manage ongoing data clean-up projects.
  • Oversee procedures that ensure that alumni biographical data is reflected on the Advance system.
  • Record all gift and pledge transactions (stock, gift in kind, quid-pro and payroll deductions) on the Advance system and generate acknowledgement letters. This includes processing web and manual credit card transactions. Works with the Finance team to ensure gift information is reflected accurately in the system.
  • Ensures that policy and procedures are adhered to correctly for data entry on the Advance system.
  • Serve as Back-up/secondary person for the Matching Gift Program and receivables. Maintain Matching Gift information and follow up with companies when necessary to obtain match.
  • Make policy and procedure recommendations as data entry requirements change
  • Run gift, pledge, and biographical reports to review data for accuracy and make corrections when needed.
  • Analyze and batch documents for key entry input. Works closely with the Director of Information Systems on projects related to the Advance System.
  • Assist the Director of Information Systems with any special projects as required
  • Utilize various research tools (Alumni Finder, Lexis-Nexis, etc.) to ensure database integrity and data quality.
  • Analyze gifts to determine appropriate campaigns, allocations, appeals for each gift to be processed, select appropriate acknowledgement letter based on the above criteria and source of gift. Produce gift receipts and individualized acknowledgement letters from all gifts received in a timely and accurate fashion.
  • Add new entity records to the database as needed, analyze information and populate all appropriate data fields where information is available.
  • Run reports to review data for accuracy and make corrections when needed.
  • Assists in the development of departmental and individual training programs.
  • Develops and prepares specialized training materials.
  • Hires and trains temporary/ student employees in the methods, techniques and procedures of data entry and review/evaluate the work performed.
  • Download gift information from on-line donation systems and enter them in Advance.
  • Data-entry. Mass gift uploads in Advance.
  • Perform related duties as assigned.

Requirements:

  • Bachelor's degree preferred.
  • At least two years of full-time, or equivalent part-time, professional experience in processing financial transactions preferred.
  • Experience working in a development setting preferred.
  • Familiarity with relational databases.
  • Excellent writing, editing, and verbal communications skills as well as attention to detail required for this position.
  • General knowledge of fundraising strategies, and an interest in increasing knowledgebase and gaining new skills
  • Familiarity with fundraising software systems (Advance preferred)
  • Familiarity with internet searches and subscription databases.
  • Self-starter who is able to prioritize, manage multiple tasks, and responsibilities and meet critical deadlines.
  • Incumbent in this position must adhere to the department's confidentiality standards.
  • Supervisory experience preferred.

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