Manager, Data Processing

Loyola University Chicago; Chicago (IL); Hybrid; USD 70,000 - 90,000; Full time

Job summary

Loyola University Chicago is hiring an Associate Director of Data Integrity Gifts to lead and manage university contributions' data entry and maintenance. This role involves training staff, ensuring compliance with IRS regulations, and collaborating with various departments. The ideal candidate should possess a Bachelor's degree, have extensive experience in gift processing, and demonstrate strong leadership and communication skills. This is a hybrid position, requiring regular presence at the Water Tower campus.

Qualifications

• 4-6 years’ experience in database/records management, gift processing, accounting, finance, and/or advancement.
• Understanding of IRS charitable gift rules and regulations.
• Experience supervising staff engaged in gift processing.

Responsibilities

• Oversee documentation and quality control of gift transactions.
• Ensure IRS guidelines for processing donations are met.
• Review and verify gift and designation data for completeness and accuracy.

Skills

Attention to detail

Leadership

Gift processing

Data management

Communication skills

Education

Bachelor’s degree

Tools

Kindsight Ascend

Salesforce

Microsoft Excel

Job description

Job Summary

Loyola University Chicago’s Advancement division seeks a collaborative leader committed to high-quality data entry, maintenance, and standardization. In partnership with the Director, Data Integrity and other team members, the Associate Director of Data Integrity Gifts develops and manages the administration of all University contributions, including policy and procedures for accurate processing, storage, and data related to contributions in Loyola’s donor database. The role also involves working cross‑functionally with internal divisions and other University departments and supervising, mentoring, and training two to three Data Integrity Analysts. This position is hybrid, with a regular presence in the Loyola University Water Tower campus expected.

Duties and Responsibilities

• Oversight, reporting on, documentation, training, execution, and evolution of manual entry, import processes, quality control measures, fiscal sound processing, and corrections/adjustments of gift and advancement‑related event transactions.


• Manage training and communication of complex data and systems to Data Integrity Specialists and various audiences.


• Maintain clear understanding of Loyola University Chicago Gift Acceptance Policy, FASB accounting standards, CASE fundraising standards, IRS standards, and other best practices.


• Collaborate with the Associate Director of Data Integrity Data to ensure clean entry of biodemographic and receipting data during gift entry workflows.

Gift Record Management and Entry

• Assist in maintenance of gift entry workflows and ensure integration of data into Loyola’s systems.


• Ensure pledges, gifts, and biodemographic changes are processed accurately and timely.


• Ensure IRS guidelines for processing donations are met.


• Receive, accept, organize incoming transactions, set up, prepare, assign, and monitor entry.


• Aid analysts with in‑office procedures, including check and credit card processing, deposit, and reconciliation according to University policies.


• Follow standards for gift documentation storage and shredding.

Quality Control

• Review and verify gift and designation data for completeness and accuracy, correcting errors promptly.


• Conduct research to ensure all transactions reflected correctly and inquiries addressed swiftly.


• Monitor and assign tasks from the Gift Corrections queue, ensuring documentation is saved and tracked.


• Audit gift records to improve quality and review transactions regularly.


• Collaborate with the Associate Director of Data Integrity Data to ensure efficient demographic entry into receipt workflows.

Fiscal Administration

• Create and update Designation and Accounting Unit records in the CRM.


• Communicate and address fiscal situations with division‑wide partners such as Donor Relations, Executive Leadership Team, Corporate and Foundation Relations, Gift Planning, Major Gifts, and Annual Giving.


• Request and communicate with campus partners including Cash Management, General Accounting, Office of Sponsored Program Accounting, Athletics, and Office of Student Affairs.

Problem‑Solving & Critical Thinking

• Identify gift acceptance and reporting workflows, data sources, and critical situations; discern roles and respond.


• Apply critical thinking to assess complex gift entry scenarios and communicate issues.


• Proactively anticipate potential issues and address gift data quality concerns.


• Engage in self‑assessment and improvement of gift entry processes.


• Collaborate with colleagues to share insights and innovative solutions.


• Analyze discrepancies, investigate root causes, and implement corrective measures.

Documentation and Adherence to Procedures

• Maintain clear records of gift processing activities, sources, and timestamps.


• Contribute to development of data management training documents and procedures.


• Document business processes for historical records.


• Follow gift and data entry procedures to minimize errors and ensure consistency.


• Create, monitor, and track gift entry quality metrics.

Continuous Improvement

• Suggest enhancements to gift entry processes and optimize processing structure.


• Coordinate with Information Services and Reporting to align data changes with reporting updates.


• Perform other duties as required.

Minimum Education and Experience

Bachelor’s degree and 4–6 years’ experience in database/records management, gift processing, accounting, finance, and/or advancement. Advanced degree preferred. Demonstrated leadership overseeing processes and people ensuring database accuracy, completeness, and consistency.

Qualifications

• Experience and references demonstrating scrupulous accuracy and attention to detail in gift processing.


• Proven ability to prioritize, work independently, and meet expectations for goals and timelines.


• Ability to follow departmental and University policies and identify gaps.


• Superior knowledge of gift processing, gift receipting, and regulatory requirements.


• At least four to six years of experience with gift processing or data management in a non‑profit environment.


• Understanding of CASE and other Advancement reporting standards.


• Knowledge of IRS charitable gift rules and regulations.


• Experience with Kindsight Ascend, Salesforce, DemandTools, Kindsight Connect, GiveCampus, and CVent.

Language and Communication Skills

• Excellent spoken and written English skills.


• Experience supervising staff engaged in gift processing.


• Ability to train others on simple and complex processes.


• Ability to design and present clear reports, visuals, procedural documents, and presentations.


• Excellent interpersonal, relationship‑building, and maintenance skills; ability to function well within multiple teams.

Reasoning Ability

• Apply logical thinking to a wide range of intellectual and practical problems while maintaining creativity.


• Demonstrated client service skills with strategic thinking and understanding impacts on team, division, and organization.


• Ability to work under time pressure and frequent requests from multiple sources.


• Demonstrated initiative and willingness to take responsibility.


• Apply ethical code and good judgement; handle confidential materials with honesty and discretion.

Computer Skills

• Experience with fundraising databases: Kindsight Ascend and Salesforce.


• Experience with data import/export and integration from multiple systems including GiveCampus, TouchNet, Portal/Connect, CVent, DemandTools.


• Intermediate proficiency with Microsoft Office, especially Excel; advanced Excel proficiency preferred.


• Training will be provided for advanced proficiency on University systems (Loyola’s Database, Data Loader, LOCUS, etc.).

Supervisory Responsibilities

Yes

EEO Statement

Loyola University Chicago adheres to all applicable federal, state, and local civil rights laws and prohibits discrimination in its employment practices. For more information, see the University’s Nondiscrimination Policy.