Coordinator of Advancement Data Services - Point Park University

POSITION: Coordinator of Advancement Data Services

REPORTS TO: Director of Advancement Data Services

WORK SCHEDULE: Hybrid work schedule

REQUIREMENTS: Three or more years of work experience with nonprofit organization experience preferred. Recent experience managing gift entry processes within development constituent databases and related donor/data integration platforms. Raiser's Edge/NXT experience is strongly preferred. Must have excellent oral and written communication skills; proficient computer skills including experience with Microsoft Word, Excel, and Outlook; and good organizational skills and attention to detail. Ability to work effectively across university departments and exercise tact and good judgment when dealing with various constituents and staff. Must be able to juggle multiple, competing priorities; exercise judgment and diplomacy in sensitive or difficult situations; and maintain confidentiality in donor and personnel matters. Associate's degree required; bachelor's degree is preferred.

PRIMARY FUNCTION: Reporting to the Director of Advancement Data Services (DAS), this position is responsible for processing and maintaining all aspects of gift and biographical processing and maintenance of the alumni and donor database with guidance from the DAS. The position interacts and communicates with the Office of University Advancement staff, other University-wide staff, alumni, students, and donors in a professional and productive manner. The position requires a high level of accuracy, organization, professionalism, customer service, and the ability to identify customer needs.

DUTIES:

GIFT PROCESSING

• Collect daily donations received by the Office of University Advancement as well as other University departments.
• Sort and process daily gift batches of donations into the Advancement database (Raiser's Edge NXT). Analyze gifts to determine appropriate funds, campaigns, appeals, and solicitors for each gift processed. Ensure all contact and donor background data is accurately and promptly entered.
• Import gifts from third-party donation processing.
• Generate acknowledgments, thank you letters, pledge reminders, and invoices.
• Follow up on gift questions/issues as needed with donors, gift officers, and leadership.
• Act as a liaison with DAS between the Office of University Advancement and the Business Office to ensure all accounts and gifts are properly coded and reconciled monthly. Manage and perform gift adjustments as needed.
• Prepare deposits and process deposits.
• Organize, coordinate, and maintain the integrity of a hardcopy filing system for all gift entry related backup, including copies of contributions, gift backup, batch posting reports and/or other gift entry control reports.
• Perform other related duties as assigned.

DATABASE MANAGEMENT

• Work with DAS to manage user security to ensure proper entry and protection of data. Maintain the integrity of biographical and other prospect information in the database. Work with other University departments to collect data updates as available. Add new constituent records to the database as needed. Analyze information and populate appropriate data fields where information is available.
• Make updates and additions to corporate, foundation, government, and individual constituent records including contact information, employment affiliations, interaction reports, etc. Analyze information and populate appropriate data fields where information is available and work with other University departments, as necessary, to maintain the accuracy and consistency of the database.
• Manage unsubscribe process to enter preferences from mass email vendor into database.
• Create and maintain policies and procedures for data entry and ensure compliance across staff, training users on proper data input and extraction.

INFORMATION AND DATA SERVICES

• Participate in database migration clean-up projects as assigned.
• Assist DAS with training Office of University Advancement and University staff in effective use of Jenzabar and Raiser's Edge NXT.
• Provide support with donor moves management and prospect research as needed.
• Continue to expand industry knowledge to keep abreast of best practices and philanthropy/higher education industry trends.
• Support DAS in preparation of various University Advancement reports for leadership and Board of Trustees.

ADMINISTRATIVE AND EVENT SUPPORT

• Provide administrative support to department leadership, including assisting with preparation of correspondence, scheduling, expense reports, and written documents.
• Manage the daily operational functions of the office including meetings management, ordering of supplies, processing of payments, and facilities and equipment maintenance.
• Assist with events, including scheduling of venues, food, and other needs when necessary.
• Be conscious of and adhere to all rules and requirements regarding data security and risk management. This position is privy to sensitive and confidential information.
• Receive, sort, and distribute departmental mail. Manage all bulk mailing with campus post and print offices.
• Coordinate the signatures, scanning, and distribution to the business office of University Advancement staff expense reports.