Philanthropy Gift Admin & Records SpecialistJob Type: Support Staff
Job Number: 00454
Location: Westerville, OH
Division: Philanthropy & Alumni Engagement
DESCRIPTIONOtterbein University is in search of a
Philanthropy Gift Administrator and Bio Records Specialist. The Gift Administration and Bio Records Specialist serves a pivotal role within Philanthropy and Alumni Engagement. Because accurate, dependable data is at the core of everything we do as a division, critical thinking is a must. In this role the specialist is responsible for entering/changing data and creating new records; and entering gift, pledge, payment, and credit transactions with optimum accuracy using Abila (Millennium) Software. Millennium is the University's Philanthropy and Alumni Engagement database which is used as a repository for gifts and is also used to maintain alumni records. Soon the division will be adopting a new CRM-Slate for Advancement.
This role requires regular predictable attendance on campus which can be flexible but is not remote eligible. This is a full-time, non-exempt position working 40 hours per week, 12 months per year.
Otterbein offers a comprehensive benefits package including:
- Tuition benefit to employee, spouse or domestic partner and dependents
- Accrue 4 weeks of paid vacation
- 10 days paid sick time
- 12 paid holidays plus bonus days
- Medical, dental and vision insurance to you, dependents or domestic partner
- Life Insurance
- Defined contribution retirement plan
- and much more
JOB RESPONSIBILITIES ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
CHARACTERISTIC DUTIES- Ensures accurate and timely processing of all philanthropic revenue, compliant receipting, and strong internal customer service to development staff and donors. Gift Entry, receipting and reconciliation 35%
- Coordinates and prioritizes day-to-day gift processing activities; accurately processes all gifts.
- Accurately processes checks, credit cards, and electronic funds transfers for unrestricted and restricted gifts, including all Alumni Relations deposits and expenditures.
- Adjusts gifts and pledges as directed by the Executive Director of Philanthropy Services.
- Coordinates monthly employee payroll deductions with Business Office.
- Oversees the matching gift subsystem.
- Inputs and maintains electronic pledge/reminder system.
- Maintains confidentiality regarding all gifts to the University and other office assignments
- Receipting, acknowledgement and donor correspondence 10%
- Prints/distributes donor receipts and oversees mailing of same.
- Runs monthly pledge reminders, prints and oversees mailing of same.
- Appends correspondence and other documentation received about constituents (both corporate and individual) into the data base.
- Daily reconciliation and reporting 15%
- Reconciles batches with Millennium and prepares batches for daily deposit.
- Prepares daily feed to the business office and works collaboratively with them to ensure balance.
- Reconciles and distributes daily, weekly, and monthly reports.
- Data integrity and record maintenance (gift and biographic) 30%
- Enters biographical/demographic information for all constituents in the Otterbein Philanthropy and Alumni Engagement database. Runs a data check daily to ensure accuracy.
- Using the Data Examiner, approves new constituents for gifts and events. Accepts and appends new constituents (graduates, parents) and establishes a Millennium record for each.
- Accesses and queries the Banner system for bio and education updates.
- Codes drops and transfers, updates parent constituent types based on data provided by the University registrar.
- Creates endowment records; Assists the Departmental Assistant with updating existing records.
- Searches for new addresses, phone numbers and other biographical information as well as lost Alumni using search engines, and other on-line resources.
- Creates and updates proposal rows in the prospect sector of the Philanthropy and Alumni Engagement database.
- Coordinates and monitors the data entry work of the Philanthropy and Alumni Engagement work study students.
- Customer service and internal support 5%
- Responds to requests for information regarding gifts and prepares gift reports as requested.
- General Admin and other duties 5%.
- Maintains highest standards of professionalism and customer services in all interactions with colleagues in philanthropy and alumni engagement and other departments;
- As a member of the Philanthropy and Alumni Engagement team, participates in and supports various needs, programs and events as requested.
- Greets and attends to guests when the Departmental Assistant is unavailable.
- Understands and is able to operate a multi-line phone system
- Maintains electronic copies of key documents related to gifts.
- Copies, collates and distributes a variety of written materials.
- Performs other related duties as assigned by executive director
QUALIFICATIONS QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: High School diploma required, bachelors preferred; five years of general clerical experience required. Prior experience in data entry and computer systems, particularly in a higher education setting, preferred.
MISSION CRITICAL COMPETENCIES COMMUNICATION SKILLS:- Demonstrates active listening skills.
- Attention to detail; accuracy.
- Organizes ideas in a clear, logical flow that can easily be understood
Customer Service:- Makes customers and their needs a primary focus of actions.
- Flexibility to readily readjust priorities to respond to pressing and changing customer demands.
- Ability to develop and maintain strong relationships trust and credibility with the customer
INITIATIVE: - Seeks opportunities to improve, streamline, reinvent work processes as a means to improve the organizations performance and effectiveness.
- Thinks expansively by combining ideas in unique ways or making connections between disparate ideas and priorities.
- Targets important areas for innovation and develops solutions that address meaningful work issues
- Adapts best practices and processes to the department
ACCOUNTABILITY: - Respects confidentiality of information
- Demonstrates a strong sense of urgency about solving problems and getting work done.
CERTIFICATES, LICENSES, REGISTRATIONS: N/A
LANGUAGE SKILLS: Must demonstrate excellent verbal and written English skills including grammar.
MATHEMATICAL SKILLS: Must be competent in general math.
TECHNICAL SKILLS: Knowledge of general office procedures. Strong interpersonal skills. Must take pride in and be thorough in quality of work produced; must be able to use general office equipment including office PC, copier, telephone, facsimile machine, etc.
REASONING ABILITY: Must possess excellent attention to details. Must possess strong organizational skills.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to talk or hear, sit, reach and use repetitive motions of hands and wrists. The employee is occasionally required to stand, walk, stoop or bend. The employee must occasionally lift and/or carry up to 20 pounds and occasionally push and/or pull up to 20 pounds. This position requires close vision. Must be able to meet regular and predictable attendance standards.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties are performed in an environmentally controlled office setting;
SUPPLEMENTAL INFORMATIONThis description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.Otterbein University's achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from all qualified candidates. Otterbein University is an EEO Employer.To apply, visit https://www.schooljobs.com/careers/otterbein/jobs/5190379/philanthropy-gift-admin-records-specialistjeid-fe7d43cfa0f4fe439100d55dd8fe6356
