Senior Coordinator for Advancement Gifts and Records

Campus Title: Senior Coordinator for Advancement Gifts and Records
State Job Title: Staff Assistant
Department: Institutional Advancement
Job Code: HA5600
FLSA Status: Exempt
Funding: TBD
Bargaining Unit: APA
Job Type: Full-time, Permanent
Timeframe: 52 weeks
Shift: Monday-Friday 8:30am-4:30pm
Regular Days Off: Saturday and Sunday
Supervision Received: The Senior Coordinator for Advancement Gifts and Records reports to the Director of Advancement Services.
Supervision Exercised: Advancement services work study students and interns
Salary: $58,000.00-$62,000.00 (commensurate with education and experience)

General Statement of Duties:
As a member of the Advancement Services team, the Senior Coordinator for Advancement Gifts and Records plays a key role in supporting Institutional Advancement efforts by overseeing data entry and processing for constituent records, as well as pledges and gifts received. The role is responsible for tasks such as reporting, analysis, data visualizations, gift processing, data entry, and data extraction. This position involves maintaining and updating donor and constituent demographic information in the department's database (Raiser's Edge NXT), with a strong focus on ensuring data accuracy and integrity. The Manager will also regularly perform database cleanup and administrative maintenance tasks. Additionally, the position may require participation in department, Foundation, and University events as needed. The Senior Coordinator for Advancement Gifts and Records must adhere to policies and procedures for the proper recording, receipting, and reporting of gifts and constituent records, ensuring attention to detail and compliance with best practices. This role collaborates closely with other Institutional Advancement staff to support ongoing donor relations and the overall success of the division. The Manager of Gifts and Records is expected to handle all information with the utmost confidentiality.
Duties and Responsibilities:
Duties include but not limited to:
Essential:

• Processing charitable contributions daily, including cash, checks, credit cards, stock, property, and planned gifts and pledges in the Advancement database (currently Raiser's Edge NXT)
• Running daily gifts proof reports for gift batches, and completing deposit slips for reconciling with Foundation Bookkeeper
• Creating gift designations and appeals accurately in the database
• Producing timely and accurate tax acknowledgement letters for all gifts
• Generating outstanding pledge report and pledge reminders monthly
• Maintaining biographical information relating to gifts in the Advancement database, including creating new constituent records and updating existing records
• Analyzing and correcting data problems and inaccuracies and researching various sources to ensure data integrity
• Extracting and analyzing data from the database through queries, exports, and reports
• Importing data records into the Advancement database from the University database (currently Banner), ensuring data integrity and accuracy
• Creating events in the Raiser's Edge database, processing event registrations, and reconciling registration payments and charitable contributions with Foundation Bookkeeper
• Coordinating data within the department of software that is used for external facing alumni communication and integrity of that data
• Assisting with maintenance of hard copy files
• Assisting with yearly audit(s)
• Creating and maintaining gift and constituent records entry policies and procedures
• Assisting with prospect research and analytics
• Identifying and instituting industry best practices through on-going training and networking
• Supervising work-study students and interns when necessary
• Performing other related duties and tasks as required

Job Requirements:
Qualifications Required at hire:

• Bachelor's degree
• Knowledge of general office procedures and practices sufficient to input, maintain, retrieve and distribute information
• Excellent organizational skills, attention to detail, and problem solving
• Familiarity with computerized information systems and proficiency with databases (Raiser's Edge preferred) and spreadsheets
• Ability to work independently as well as collaboratively with a team
• Knowledge of financial, statistical, and administrative record-keeping techniques
• Proficiency with Microsoft Office Suite; Proficient in Excel and Word merge
• Ability to simultaneously manage multiple detailed tasks while meeting required deadlines
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing Advancement activities
• Excellent professional judgment and discretion in handling confidential materials
• Good interpersonal skills and communication skills with stakeholders

Additional Information:
Salary:

Salaries for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining agreements as well as state policies. State job specifications may be found on the Department of Higher Education's webpage.

Employee Benefits:

Benefits are an important component of an employee's total compensation package.

• Health Insurance: Westfield State offers a variety of HMO, POS, and PPO-type health insurance plans for eligible employees. Coverage is effective on the 1st of the month following the date of hire. Exceptions to employees hired on the 1st of the month, coverage is effective immediately.
• Retirement: the MA State Employee Retirement System provides eligible employees with a retirement pension following a 10-year vesting period. In lieu of the retirement pension, eligible employees may select the Optional Retirement Plan with a maximum 5% employer matching contribution.
• Tuition Waivers & Discounts: eligible employees, including spouses and dependent children, receive reduced tuition at MA state colleges, community colleges, and universities.
• Paid Time Off: employees receive 12 paid holidays and generous vacation, personal, and sick leave benefits.
• Additional information regarding employee benefits is available on the University's Benefits & Wellness webpage.

Disability Accommodations

Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.

Background Check

Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.


To apply, visit http://westfield.interviewexchange.com/jobofferdetails.jsp?JOBID=187754





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