Gift and Database Coordinator

SUMMARY OF POSITION: Reporting to the Director of Advancement Services, the Gift and Database Coordinator is responsible for researching, entering and maintaining data in the development gift information system and auditing the integrity of that data. ESSENTIAL DUTIES/ NON-ESSENTIAL DUTIES AND RESPONSIBILITIES: Gift Management Duties 65% Accurately research and enter the daily receipt of the University's gifts, whether by check, cash, credit-card transactions, securities, gifts-in-kind, wire transfers, internal transfers, or other form of transaction. Included in this is the daily entry of pledges and pledge payments for accuracy in gift allocation, following donor instructions and checking data entry accuracy. Verify and research payments against pledges. Run daily transmittal reports for each gift batch for the daily deposit. Accuracy of this data is subject to audit. Manage, retrieve and enter web, mail and phone credit-card gifts, bank drafts, and stock transfers and payroll deduction gifts. Generate acknowledgment letters, ensuring that they are signed and mailed pursuant to policies and procedures. Make decisions and judgments involving the proper entry, allocation and documentation of gifts to the University and accurately match pledge payments to the correct pledge. Difficult or unique situations are referred to the Director of Advancement Services. Verify financial data from daily transactions for the month and assist the Business Office with any questions. Handle inquiries and questions from donors or distribute to Philanthropy Officers; Office of Alumni; or Donor Relations. Works with Auditors as needed. Manage the matching gift program; process matching gift forms to be sent to matching companies and follow up with the companies to ensure payment is received by Converse. Enter matching gifts on donor company record and donor individual records and notify the individual donors that their matching gifts have been received. File pertinent information. Database Management Duties 35% Research, enter and maintain all levels of biographical information into the development information system. This includes creating new entity records for donors, prospects and corporations and updating records on an ongoing basis. Review and analyze data problems. Responsible for the data integrity of all data maintained by this position in the development information system, including maintaining the confidentiality of that data. Maintain data hygiene by performing routine utility functions, making recommendations for best practices. Generate department gift reports for Institutional Advancement, Athletics, Lawson Academy, and the School of the Arts. Create and run queries, exports, imports, and reports to support fundraising efforts. This includes annual giving, planned gifts, matching gifts, events, campaign reporting. Generate weekly reports for the Institutional Advancement team and President's Office. Assist with duplicate record cleanup. Assist with database projects as needed. Other duties related to Advancement Services functions. JOB QUALIFICATIONS: Minimum qualifications: Bachelor's degree Equivalent combination of training and experience is accepted. Prior experience database knowledge preferred. Preferred Qualifications: Experience with prospect research or research Prior experience database knowledge preferred 2 years of prospect research or research experience or equivalent combination of training and experience is accepted. Knowledge/Skills/Abilities: Candidates must be able to work in a fast-paced environment under deadlines and have extensive experience with Microsoft Office Suite including Word, Excel and Google Suite to include Google Drive and Gmail. Mail merge expertise and excellent proofreading skills are critical. Experienced at using donor database management software is preferred. Ability to maintain integrity of confidential data. Ability to learn CRM software for donor database management. Knowledge of development and fundraising principles highly desired. Familiarity with planned giving instruments and practices preferred. Self-starter, high energy and goal oriented. Organizational skills; prompt and accurate reporting abilities and an understanding of the confidential nature of developmental work. Outstanding listening, communication and personal relationship skills. Proven ability to write and speak articulately. Ability to work in a close and collaborative way with members of the advancement services, development, and finance office team members. Comfortable managing multiple projects, priorities and deadlines. Commitment to the highest standards of customer service and professionalism. Attention to detail, ability to multi-task and high level of organization, and flexibility are critical to managing these responsibilities successfully. Well-grounded philosophy of honesty, integrity and respect. Demonstrated ability to establish and maintain effective working relationships with various constituents including both internal to the organization and with the public Ability to work with and engage a diverse group of people Ability to work independently yet value and support a team-based environment Demonstrated professionalism and positive attitude GUIDELINES AND SUPERVISION: The position reports to the Director of Advancement Services and provides team support to Advancement Services. The nature of the work of this office requires this staff member to exemplify professionalism, and decisions are made under oversight of the Associate Vice President for Advancement Services. Work Schedule: The University's operating hours are Monday through Thursday 8am -5pm and Friday 8am through 1pm. This position will operate under the standard University business hours. DISCLAIMER: The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. We believe that a diverse faculty and staff are essential to achieving academic excellence; thus, we strongly encourage applications from candidates from all racial, ethnic and cultural backgrounds.

Created: 2024-11-02