Gift and Records Specialist

4 weeks ago

Normal, United States Illinois State University Full time

Gift and Records Specialist

Job no: 519219
Work type: On Campus
Location: Normal, Illinois

Title: Gift and Records Specialist
Division Name: University Advancement
Department: Advancement & Foundation Operations

Job Summary

Advancement and Foundation Operations at Illinois State University encompasses several areas to support the University's mission. These include biographical management, gift processing, donor relations, accounting, and database services. The Advancement and Foundation Operations (AFO) team plays a vital role in ensuring these services are accountable, efficient, and innovative, which aids in maintaining strong relationships with alumni, friends, students, faculty, and staff.

The broader importance of these functions lies in their contribution to the University's overall advancement goals. By enhancing the University's image, cultivating relationships, and securing necessary funds, the various teams within University Advancement—such as Development, Alumni Engagement, and University Marketing and Communications—work collaboratively to support student success and institutional growth. This integrated approach ensures that Illinois State University can continue to rise and thrive, providing enhanced learning environments and opportunities for its community.

The role of Gift and Records Specialist contributes to the Advancement and Foundation Operations team by supporting gift processing, donor relations, various clerical and support functions, and database services. The position requires an expert level of efficiency and self-direction to accomplish data entry, data management, and gift acknowledgement functions related to processing gifts for the ISU Foundation. This position requires an ability to work independently on tasks involving reoccurring activities, while managing concurrent projects and multiple responsibilities at once. This position requires an in-depth knowledge of the organization, programs, policies, and procedures of the unit, and ability to exercise good judgment and personal initiative.

Technical skills include proficiency in using a Salesforce/Ascend alumni database. Proficiency with other software packages such as Word, Excel and Access is preferred. This position also serves as the front-line resource for the University Foundation office by answering and dispersing phone calls, displaying excellent customer service, attention to detail, critical thinking, and time management.

Additional Information

University Benefit Highlights:

- Health, dental, vision, and life insurance
- Retirement and supplemental retirement
- Tuition waiver benefits are available to staff as well as their eligible dependents.
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid vacation and sick time

For more University Benefit information:

Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here

Salary Rate / Pay Rate

$19.06 – $19.71 per hour

Required Qualifications

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series. This includes work such as performing a wide variety of office support tasks, which require the use of judgment and initiative and the ability to operate computer systems, using word processing, database and software packages. Knowledge of the organization, programs, practices and procedures of the unit is central to the performance of the duties.

Preferred Qualifications

1. Computer proficiency including Microsoft Office tools (Outlook, including calendar management, Word, Excel, and PowerPoint).
2. Familiarity with Illinois State University's giving programs, donor societies, internal systems, and departments.
3. Ability to adapt to changing priorities, allowing quick and easy movement from one task to another. Ability to effectively prioritize and complete work projects with little direction and frequent interruptions. Proficient at meeting deadlines.
4. Excellent keyboarding, proofreading skills, filing/organizational ability, strong attention to detail, accuracy, and familiarity with office equipment.
5. Confidentiality is required. Ability to maintain confidential records and determine whom, what, and how much information is to be released.
6. Strong communication skills, both written and verbal, and ability to answer routine questions from donors or prospective donors about giving and giving related issues; ability to make appropriate referrals when necessary.
7. Ability to compose correspondence and effectively communicate both verbally and in writing.
8. Outstanding interpersonal skills. Ability to work well with others and to interact with a variety of individuals from diverse backgrounds both internal and external to the University in person and on the phone.

Work Hours

8:00am to 4:30pm, Monday through Friday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Effectively communicate on a daily basis.
2. Move about in various locations across campus as needed to complete day-to-day work.
3. Remain at a workstation for extended periods.

Proposed Starting Date

October 2024

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