Advancement Database Coordinator

PURPOSE OF THIS POSITION:

The Advancement Database Coordinator is an integral member of the Advancement Division at Western New England University and is responsible for the maintenance and proper use of the Advancement database (CRM Advance) as well as all gift processing procedures. The position manages constituent data and assists in the creation of reports, exports, etc. The Coordinator provides effective support and training to Advancement staff in the use of CRM Advance when necessary. Additionally, this position is responsible for the recording, receipting and acknowledgment of charitable gifts to ensure compliance with financial auditor requirements.

DISTINGUISHING CHARACTERISTICS:

- Expertise in specialized Advancement relational databases and other software, and ability to learn new/emerging technologies

- Strong technical skillset paired with robust analytical and critical thinking skills

- Commitment to data integrity and a high level of attention to detail

- Ability to discretely handle highly sensitive and confidential information including financial information

- Understanding of the importance of accurate data to the Advancement Division and University

ESSENTIAL Job Functions:

- Process, record and maintain all charitable gifts received to the University, including cash, check, stock transactions, payroll deduction, credit cards, and online transactions.

- Ensures all gifts, payments and pledges accurately reflect donor intent of gift, payment schedule, credit transaction, gift set, etc. Coordinate with the Vice President for University Advancement, Gift Officers, Controllers Office, and Advancement Services team as appropriate to ensure proper gift entry and record keeping.

- Develop and manage processes to identify and record updated constituent data from a variety of sources, including employment information and biographical updates to ensure consistent and accurate information

- about constituents and donors. Mange all aspects of Matching Gift Program to include confirmations and gift entry. Serves as a liaison to corporate and third-party payment processors.

- Responsible for immediate receipting of all gifts, as well as the timely production of acknowledgement correspondence.

- Independently manage the regular flow of constituent data between CRM Advance and our constituent facing website. Ensure that our external facing engagement platform and our enterprise data are in sync with a high level of attention to detail.

- Maintain accurate procedures for all gift processing duties and collaborate with Associate Director of Advancement Services on policies. This includes daily gift and pledge acceptance and processing, receipting, restricted gifts, pledges, write-offs, noncash gifts, internal controls, record retention and all related documentation, audit documentation, and reconciliation.

- Possess thorough knowledge of CRM Advance biographical data, identifying areas that need updates and taking initiative to address those areas. Serve as the primary point of entry for biographical information into the CRM Advance database from a variety of sources including Advancement colleagues, campus partners, University and external news sites and publications, and more.

- Conduct regular data audits to ensure accurate and consistent data to support the Advancement Division needs in the areas of development, alumni relations, and advancement services. Prioritize data hygiene and acquisition projects in alignment with Divisional priorities.

- Generate a variety of financial reports, on an ad-hoc basis, from the database which reflect contributions to a specific fund, responses to a solicitation, honorary gifts, or other various coded donor attributes. Assist with other giving reports as requested. Communicate regularly with the Payroll Office to support of accuracy of payroll deduction records.

- Maintain proper backup documentation for all reports.

- Support other Advancement Division functions such as updates to constituent records and data integrity as they pertain to the annual giving day and crowdfunding campaigns.

- Support the Associate Director of Advancement Information in developing end-user documentation and conducting staff training for database setup, data entry procedures, and data output procedures in alignment with industry best practices and Advancement/University policies.

- Proactively communicate with appropriate Advancement colleagues, including the prospect researcher and assigned prospect manager(s), when a significant change takes place with a prospect or donor.

- Support the Associate Director of Advancement Information in monitoring the health of the database and reporting out on key metrics.

- Process returned mail and email; research updates in the form of new addresses and employment information from National Change of Address (NCoA) data.

- Serve as a backup to the Associate Director of Advancement Services in their absence and as needed.

- Perform other tasks as assigned.

Qualifications

REQUIRED KNOWLEDGE, SKILL AND ABILITIES:

- Ability to organize and complete multiple tasks simultaneously, managing time to meet deadlines

- Willingness to take initiative, keep a positive attitude, and maintain a professional demeanor

- Excellent interpersonal skills, including verbal and written communication

- Outstanding attention to detail and commitment to quality and customer service

- Ability to work collaboratively with colleagues, to work independently, and to accept direction

- Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, and alumni/donor database systems, and ability to learn new systems

- Detail oriented, flexible in responding to changing priorities, sound judgement, and the ability to work with highly confidential and sensitive information

- Argos experience a plus

ERGONOMIC REQUIREMENTS:

- Sitting, standing, bending, walking, climbing stairs, and reaching as expected in normal office setting

- Occasional lifting, not to exceed 25 pounds

- Operation of computer keyboard and monitor

HOURS:

Exempt, 40 hours per week

QUALIFICATION STANDARDS:

- Bachelors degree or equivalent experience and at least 1 year of experience in a related field required.

- Knowledge of computers, specifically software used in fundraising programs required. Experience with relational databases such as CRM Advance preferred.

- Demonstrated project management, communication, organization, and analytical skills.

Western New England University is committed to enhancing diversity, equity, inclusion and belonging by acknowledging and embracing diversity of thought, opinion, and approach with colleagues regardless of background, culture, and organizational level. WNE encourages diversity in our job applicants to ensure the best culture and work outcomes.