Advancement Services Representative, Donor and Member Services

The Pennsylvania State University; University Park (TX); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

Tuition discount

Job summary

The Pennsylvania State University in University Park is seeking an Advancement Services Representative to support the Donor and Member Services office within the Division of Development and Alumni Relations. This full-time, hybrid role focuses on ensuring data integrity across donor and membership records and facilitating charitable contributions.

Responsibilities include processing contributions, generating tax receipts, and serving donors, alumni, and internal teams.

Qualifications

• Attention to detail and problem solving skills are essential.
• Exemplary interpersonal and communication skills are required.
• Ability to follow standard procedures and manage multiple tasks.

Responsibilities

• Maintain donor and alumni data integrity including biographical, membership, financial, and professional information.
• Handle processing of charitable contributions and alumni memberships; issue tax receipts.
• Verify daily automated processes and address data discrepancies; prepare and index supporting documentation.

Skills

Attention to detail

Problem solving

Interpersonal communication

Time management

Self-motivation

Teamwork

Education

Associate Degree

Job description

Advancement Services Representative, Donor and Member Services

Hybrid

Penn State University Park

Full time

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

POSITION SPECIFICS

Penn State is currently seeking a Advancement Services Representative in supporting Donor and Member Services (DMS) office within the Division of Development and Alumni Relations. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country.

Reporting to the Recording Supervisor and working closely with Division of Development and Alumni Relations offices as well as other partners, this Advancement Services Representative will:

• Ensure the integrity of the donor and alumni database through accurate analysis, updates, and maintenance of:
  • Biographical information
  • Membership information
  • Financial information related to memberships and gifts
  • Professional information
  • Note that while the activities may be similar, processes for performing these tasks vary greatly based on payment vehicle and type of contribution (Charitable or membership purchase)
• Ensure backup information is created and stored for every associated transaction. This includes leveraging multiple pieces of software to:
  • Prepare and scan checks and charitable contribution forms
  • Troubleshoot for problems related to the software and/or form preparation.
  • Index all associated documentation
• Review and verify the successful completion of daily automated processes that create or update data in the donor and alumni database, Ensure data integrity and successful data updates. This is includes preparing, reviewing and solutioning for:
  • Automated biographical updates
  • Auto creation of new entity records
  • Mass updates to constituent records
  • Failed records or discrepancies
• Act as a primary point of contact via email, phone, and letter correspondence to donors, Alumni Association members, and internal teams for:
  • Processing of charitable contributions
  • Alumni Association memberships
  • Specialized subjects related to donor contributions and records
  • Creation, verification, and distribution of official tax receipts
  • Membership benefits and pricing structures
  • Technology questions regarding membership portal access or email account issues
  • Policies and procedures related to memberships or charitable contributions
  • Issue resolution
  • Peer training
• Provide support and analysis to address:
  • Election eligibility for the Board of Trustees
  • Confirmation of constituents’ passing
• Interpret, communicate, and resolve issues related to tax law, specifically
  • the University's tax-exempt status under Section 115 of the IRC and the tax-exempt status of the Philanthropic Fund as a 501(c)(3) organization
  • the impact to individual pledge commitments and payments from Donor-Advised Funds and private foundation.

The successful candidate will have:

• Attention to detail, problem solving skills,
• Exemplary interpersonal and communication skills;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• the ability to follow standard procedures are required
• confidence and proficiency with a variety of software platforms,
• strong time management
• A proven ability to self-motivate and work both independently and as part of a team;
• A commitment to professional development, learning, and being mentored.

DDAR is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree

No prior relevant work experience required; previous relevant work experience accepted in lieu of

Required Certifications:

None

Penn State’s Division of Development and Alumni Relations

If you believe in the power of higher education—and philanthropy—to shape the public good, you’ll excel right here in Penn State’s Division of Development and Alumni Relations (DDAR). Our organization includes more than 500 professionals engaging a community of more than 800,000 alumni who believe in the power of giving back. Across our interdisciplinary teams of fundraisers, alumni relations professionals, communicators, event planners, financial experts, and more, there is a place for you to make a difference in the lives of students and faculty while taking your own career to new heights. Learn more about us at raise.psu.edu and explore the success of our most recent campaign at greaterpennstate.psu.edu.

Building a Career and a Life at Penn State

Across all campuses and an online World Campus, our 100,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom—it’s the positive impact made on communities across the globe. Penn State consistently ranks among the top academic and research universities in the world: psu.edu/this-is-penn-state/facts-and-rankings

This position is based at the University Park campus, located in State College, Pennsylvania. State College is ranked among the lowest-stress and safest small cities in the country, with excellent public schools, beautiful parks and other natural assets, and a broad range of cultural and athletic events and venues: statecollegepa.us and statecollege.com

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies. Due to the financial and fiduciary responsibilities of this position, successful completion of a credit history check will be required in addition to standard background checks.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.