Advancement Services Specialist: Donor Data & Gifts

North Central College; Naperville (IL); On-site; Full time

Job description

The Advancement Services Associate (the Associate) plays a key role in enhancing the efficiency and effectiveness of North Central College’s fundraising and engagement activities. Reporting to the Director of Advancement Services, this position ensures donor and gift data integrity in the CRM database. The associate will track and ensure that the contributions to the College, primarily monetary and from a variety of channels, are promptly and accurately recorded, processed, and acknowledged. The associate will regularly provide the Advancement staff with the current status of fundraising efforts and interact with other institutional offices to represent their activities using best data practices. The person in this position will provide recommendations to solve data issues to ensure alumni and donor data integrity. The Associate will coordinate prospect research, proposal development, pledge agreements, gift processing, and stewardship. Operationally, the Associate will assist in standardizing best practices and core processes across the department. Additionally, this role will support other initiatives to help the College achieve its fundraising goals.

Description of Key Responsibilities

• Maintain an efficient and effective data-driven philanthropic activity management system, and support key fundraising initiatives and campaigns.
• Perform data updates for alumni, parents, friends, corporations, foundations, and churches within the appropriate systems. Updates are sourced from returned mail, address change requests, and information provided by other college departments.
• Maintenance of the CRM database including data accuracy, integrity, and protection, and identify challenges and solutions that may lead to training appropriate college staff.
• Recognize and identify key campaign and contribution data elements and assist in Institutional Advancement tracking and reporting initiatives, such as the Day of Giving.
• Perform gift-related entries, provide reports on a daily basis, link gifts to existing proposals as well as develop thank you letters, receipts, and correspondence.
• Assist with the matching gift program, comprising of form submissions and report execution through a variety of third-party portals and company platforms.
• Partner cross-functionally with campus offices, including the Business Office and Financial Aid, to identify electronic payments, accounting accuracy, and reconcile outstanding items from various sources and payment methods.
• Process online contributions from third-party sites through the creation of new giving form pages, and provide insight on the usage of the sites for numerous campaigns and events.
• Partner with internal constituencies regarding mail pieces and other data requests pertinent to gift entry as part of the department’s annual and campaign communication/solicitation/engagement sequences.
• Communicate with constituents of the College to satisfy various donation-related needs, including but not limited to annual giving statements.
• Leverage wealth screening, research tools, and industry best practices to research and analyze prospects for annual and major gift cycles.
• Evaluate and synthesize research results to develop thorough and accurate donor profiles for gift officers and college leadership to inform strategic donor pipeline development.
• Monitor news, trends, and wealth events to maintain up-to-date intelligence on high-net-worth individuals and potential donors.
• Ensure discovery research is completed regularly, accurately, and according to ethical, APRA , and NPF standards; ensure research is documented in the CRM .
• Oversee processes and procedures for the hard copy filing system relating to constituent groups.
• Perform other job-related duties and tasks as appropriately assigned.

OTHER KEY RESPONSIBILITIES

• Support the College’s mission, vision and values, and contribute to the advancement of the College’s Strategic Plan.
• Demonstrate a strong commitment to continuous quality improvement.
• Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

Required Knowledge, Skills and Abilities

Strong communication skills are critical to the success of any organization that deals with customers. Effective communication can enhance retention and visibility, helping North Central College distinguish itself from competitors. An individual in this position must possess the proficiency, understanding, and knowledge of principles and processes necessary to provide high-quality service and ensure success for both internal and external customers of the College.

• Knowledge and ability to use computer-based systems including word-processing and spreadsheet applications.
• Must be able to create, review, and edit comprehensive reports and analytics with attention to accuracy and detail.
• Accurately process large volumes of data on a daily basis, which requires a person who is disciplined and well-organized.
• Ability to continuously demonstrate excellent interpersonal skills in dealing with college personnel and with alumni and other donors on the telephone.
• Grasp knowledge of college organization, operation, philosophy, and vision for the future, and willingness to work with a group or team.
• Exercise discretion with regard to personal and confidential information.
• Independent judgment and initiative required, and must continually demonstrate a proactive approach.
• Computer proficiency using Microsoft Office and the ability to adapt and incorporate new technologies required.

Distinguishing Characteristics

The holistic success of the Institutional Advancement department relies on the Advancement Services staff and their ability to support frontline fundraising efforts. Gifts represent a vital source of revenue for the College, and assisting with all of the tasks and projects enables frontline fundraisers to spend more time with donors soliciting new and increased commitments. The Associate’s service posture, timely attention to requests, thorough implementation of processes, and relentless commitment to systems improvement will guarantee impact in this role. The success of fundraising activities is highly dependent on accurate data and completing report requests, which originate from the extensive database this person assists in maintaining.

The duties of this position require the application of several highly developed skills, including computer literacy such as database management and spreadsheet applications, assisting with accounting systems, and superior communication skills. Fine attention to detail and the ability to strategically prioritize is necessary to promptly process and acknowledge a large volume of gifts received.

The individual in this position is privy to a great deal of confidential information; the exercise of a high degree of discretion is essential.

Education/Training

A Bachelor’s degree is required. Training in computerized office operation, word processing, spreadsheet applications, and accounting is desirable.

Experience

At least 1-5 years of experience in an office environment, preferably in a college/university, accounting/financial services, or corporate setting.

Licenses or Certifications

A valid driver’s license and an acceptable driving record are required.

Is This a Temporary Position?

Is This a Temporary Position? No

Employment Conditions

An offer of employment is contingent upon successful completion of the College’s background screening process.

Number of Vacancies

Number of Vacancies 1

EEO Statement

North Central College is an Equal Opportunity Employer committed to increasing the diversity of our workforce. NCC provides reasonable accommodation to applicants with disabilities where appropriate. If you need reasonable accommodation for any part of the application or hiring process, please notify the Office of Human Resources. Determinations for reasonable accommodation will be made on a case-by-case basis.

Close Date

Open Until Filled Yes

Additional Information

The pay offered to the selected candidate will be determined based on factors including (but not limited to) the candidate’s experience, qualifications, and training.

North Central College provides a comprehensive benefits package, which includes:

• All-inclusive medical, dental and vision group insurance
• Health and dependent care savings plans
• Employer-paid life, AD&D and disability group insurance
• 403(b) retirement plan with employer contributions
• Employee assistance plan resources
• Tuition waiver for full-time employees, spouse and dependent children
• Generous paid time off plans, including 3 weeks vacation to start
• 15 paid holidays per year, including 5 days during NCC Winter Break

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you authorized to work in the US?
  • YES
  • NO
• * Will you now or in the future require sponsorship for work authorization?
  • YES
  • NO