Advancement Operations Assistant Middlebury College
Posting Number: S01242
Position Summary: Serve as technical expert for all gift accounting and receipting processes associated with online community in the Gift Administration office providing guidance and leadership with tasks and responsibilities. Demonstrate thorough knowledge of online donation form maintenance and other relevant applications for the Alumni Online Community and other projects having departmental impact. Support Gift Administration and Constituent Records offices, using independent judgement and advanced problem solving skills. Possess knowledge of established accounting principles and gift-processing procedures. Accurately process all types of gifts and pledges, generate and distribute gift receipts and reports, maintain and update biographical information in the College's central database systems. Effectively communicate with donors, staff and outside vendors using a broad knowledge and detailed understanding of policies/procedures.
Essential Functions: This posting is currently accepting internal applicants only. Internal applicants are active Middlebury College employees and their spouse or partner.
Offer is contingent upon successful completion of a criminal background check.
Manage recurring credit card subscription program. Serve as technical expert, build, maintain and troubleshoot the online community tools used to develop donation forms in the Alumni Online Community. MDRP (Merchant Department Responsible Person) responsibilities including: Ensure access to payment card data and complete the PCI Security Awareness Training & Agreement. Ensure that all credit card data collected is secured. Ensure all Point of Sales (POS) devices are maintained under a state of consistent control and supervision. Ensure all Point of Sale devices/terminals are physically secured. Ensure user access to cardholder data environment is revoked when the individuals job no longer requires access to the CDE. Maintain an audit log of user access to cardholder data environment for a minimum of one year. Collaborate with Assistant Director, Marketing and Technology in Annual Giving and Assistant Director of Technology in Alumni and Parent Programs surrounding new product implementation, event registration and email marketing tools. Manage acknowledgment process for gifts made in honor or memory of constituents. Prepare mail merge and utilize email and printed cards to notify family and honorees. Maintain shared files and update Blackbaud when acknowledgements are sent. Possess expert knowledge of handling eCommerce transactions received via web or telephone and produce reconciliation reports using the Cybersource payment gateway Work in collaboration with the Gift Administration Coordinator and the Gift Processing & Systems Specialist to review and process various types of complex gifts to the College using appropriate Blackbaud screens. Prepare deposits and ACH transactions utilizing eCorp web-based and scanning software. Using Blackbaud and the current reporting tool, generate various cash, acknowledgement and reconciliation reports, including data for mail merge applications. Collaborate with Senior Accountant, Donor Relations and Gift Processing & Systems Specialist for review and electronic access. Prepare appropriate gift documentation for distribution to the Senior Accountant, to be filed in the Colleges permanent fund files. Assist with entry of phonathon and volunteer solicitor pledges and credit card data using phonathon software program. Assist with matching gift procedures, as needed Verify and update biographical data received via various sources, and create new constituent records as needed. Assist Records office to review, analyze and update information on College database systems received through returned mail, e-mails, phonathons, online alumni directory, web update forms, the clipping service and other sources. Performs follow-up research or electronic communications to verify and enhance biographical information for College alumni and other constituents, including on- going searches for lost alumni. Assists with special data entry projects as assigned by Gift Processing & Systems Specialist or Director of Constituent Records. Assists other Operations staff as needed, and is cross-trained in other functions within Gift Administration. Must be able to work cooperatively with others and accept direction from supervisors
Performs other duties as requested
Qualifcation Education: Technical certification or Associates degree or equivalent work experience preferred.
Knowledge, Skills and Abilities: Must be able to multi-task during periods of high volume activity, with abbreviated deadlines in a calm and positive manner. Must handle confidential information in a discreet manner. Data entry speed and accuracy is a must, as is attention to detail. Must have ability to adapt to various computer information systems and changing technology. Must be proficient in Word, Excel, Outlook.
Experience: 1-3 years of computer information systems required. Good math and computer skills necessary. Raisers Edge experience a plus.
From its proud history spanning more than two centuries, Middlebury College has emerged as one of a handful of the most highly regarded liberal arts colleges. Middlebury is unique among these schools in being a classic liberal arts college that also offers graduate and specialized programs operating around the world.