Human Resources Employment Opportunities

Gift Processing and Data Coordinator

Apply now Job no: 515727
Position Type: Staff Full Time
Campus: UMass Boston
Department: VC-University Advancement
Pay Grade: 16
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary: 

The Gift Processing and Data Coordinator for University Advancement will be responsible for providing coordination of activities relating to data and gift processing.  Also, run batch reports of gifts recorded and acknowledgement letters of donation. Work closely with the Director of Advancement Information Systems to maintain the Ellucian/Advance database structure; ensure data integrity, create and run reports.  Oversee data entry staff and ensure that data is being accurately recorded in the Advance system.  He or she will be responsible for compiling address mailings for targeted solicitations to send to the external mail houses.  Perform other duties as required or assigned.  The Gift Processing and Data Specialist will be a member of the advancement team and report to the Director of Information Systems.  The position will be responsible for maintaining an integrated system of daily gift batches entry, production of gift receipts, individualized acknowledgement letters, posting batch control reports and gift transaction reports in accordance with established procedures.

Examples of Duties: 

  • 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 and Gifts Reporting Manager 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.

Qualifications: 

  • 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

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade:16

Hourly Rate: $24.25

This is a non-exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

Applications close: Eastern Daylight Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other legally protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.

UMass Boston requires all employees to be vaccinated and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

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