Advancement Data Coordinator

Profile

02/19/2022
Category:
Development and Fundraising
Equal Opportunity and Nondiscrimination Statement  
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.
Location:
Claremont, CA
Job Posting Title:
Advancement Data Coordinator Job Details and Requirement:
BASIC FUNCTION:
The position of Advancement Data Coordinator has the primary function of inputting, updating and maintaining accurate data in our CRM, Blackbaud Raiser's Edge NXT.  The primary tasks include monitoring the gift processing workflow, participating in strategic planning for gift and data protocol, conducting regular data maintenance operations in the various Advancement systems and performing training of other Advancement professionals.
The Coordinator will report to the Director of Advancement Services. The Coordinator will consult with the Director and Assistant Director for office related decisions, but will be frequently asked to act independently or without supervision on daily tasks.  Specialized tasks include a variety of routine and complex clerical, technical, data processing, and gift processing duties.  Coordinator will achieve these duties by personally completing tasks and/or by training other staff members or student staff.   Coordinator will be expected to interface with other departments in Advancement, and will consult on best practices for various Advancement business procedures.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
Data Entry and Maintenance (60%)
Enter and update constituent data daily.
Utilize and update the operations policy to ensure data integrity.
Regularly execute a series of queries to catch and correct potential data inaccuracies.
Document and adjust procedures to ensure consistency in data entry.
Perform large data entry projects timely and accurately.
Matching Gift Oversight (10%)
Review, respond to, document and track all matching gift pledges.
Communicate with matching gift companies to confirm needed documentation is received and processed.
Ensure matching gift pledges are fulfilled.
Work with other Advancement staff on communication efforts with donors and employers.
Document matching gift company benefits in Raiser's Edge and confirm constituent and employer records are linked properly.
Engagement Monitoring (10%)
Utilizing tools such as ScoreOmatic, create and maintain measurements to monitor alumni and parent engagement
With the Director, work with other departments on campus to determine how and when alumni and parents interact with members of the community.
Determine ways to track alumni and parent volunteerism, speaking engagements, tours, etc. in Raiser's Edge
Expand measurements as more data becomes available.
Gift, Pledge and Event Registration Processing (10%)
Review gifts entered by other staff members to ensure accuracy.
Enter gifts, pledges and event registrations, as needed, through batch and individual processes.
Working with the Gift and Data Processor, review gift and pledge documentation prior to entry into database, and determine appropriate account designations.
Ensure documentation is attached to gifts and pledges in the database.
Process gift receipts.
Work with Advancement staff to ensure proper acknowledgment, stewardship and recognition steps are taken and documented within Raiser's Edge. 
Adjust pledge records as requested.
Prepare pledge reminders.
Training (5%)
Lead training of Advancement Services staff on updated policies.
Participate monthly in Advancement staff training meetings with the expectation of providing updates on Advancement Services workflow.
Learn the Raiser's Edge, NetCommunity Omatic and Engage platforms with the goal of facilitating data requests, implementing office procedures, and incorporating database functionality into the business cycle of the entire Advancement office.
Other Duties (5%)
Process returned mail by researching and updating constituent contact information.
Perform donor follow-up actions, which may include representing the College over the phone or by email.
Performs other essential duties and tasks specific to the position.
RESPONSIBILITIES, DECISION MAKING, and EXPECTATIONS
Specifically, during non-peak times, our goal is to have all gifts booked within 1 day of receipt in the Gift Office, have receipts with in the mail within 2 days of gift entry and matching gift forms in the mail or confirmed on the company portal within 2 days of receipt.  It is expected that if these goals are not going to be met, it shall be reported to the Director in a timely manner with the reason for the delay and a plan for remedying the problem.
OTHER ESSENTIAL FUNCTIONS
Regular attendance is an essential function of this position.
Ability to take and follow directions.
Ability to work cooperatively with others.
Ability to receive and respond appropriately to constructive criticism.
Ability to display a positive attitude.
Ability to multitask.
QUALIFICATION STANDARDS:
EDUCATION:
High School Diploma, GED or equivalent combination of education and experience is required.  Bachelor's degree or some college course work in business, technology or related field is preferred.
EXPERIENCE:
  Two to three year of increasingly responsibility in administrative or related experience is required. Experience working in higher education is preferred.
LICENSES: 
A valid driver's license or equivalent means of reliable transportation to off-site meetings and events is required.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: 
Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.
Must understand the mission of the College's liberal arts environment. Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, and customer service skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects and assignments.
Operate professional software such as Raiser's Edge NXT, NetCommunity, Omatic, Engage, Internet research, etc. while maintaining confidentiality.
Excellent word processing skills with a demonstrated knowledge and familiarity with Microsoft Office Suite. Experience manipulating data in excel for review, comparison and importing is essential
Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.
Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
OTHER:
REQUIRED HOURS:
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday - Friday. Overtime, holiday, weekend and evening work hours may be required.  Regular hours may vary due to needs of the College or division.  This is a 12-month (July - June) position.
CLASSIFICATION AND STATUS:
This is a non-exempt position.
This is a regular full-time position.
This is a benefits-eligible position.
IPEDS Category Job Code: 15-0000 computer and Mathematical Occupations
Physical Requirements: Light (up to 20 lbs.)
GROOMING AND APPEARANCE:
  The Claremont Colleges seek to maintain a neat and professional image at all times.
BACKGROUND CHECK: 
The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.
ADA/OSHA:
  This job description defines the essential or fundamental job duties of this position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
DISCLAIMER:
This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. 
When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity
**MEMBERS ONLY**SIGN UP NOW***. hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.
Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of **MEMBERS ONLY**SIGN UP NOW***. are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.
Disability Accommodations
In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual's disability.               
An applicant or employee who requires an accommodation should **** or ****
for assistance.
Apply on Institution's Website
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