Job Description

Pay: $31.00 -$32.25/hour. Hourly compensation for this position is based on relevant education and experience and will be set within the listed range.

REPORTS TO: Manager of Advancement Operations

STATUS/HOURS: Full-time, 37.5 hours/week, typical work hours Monday - Friday 8:30am - 5:00pm. Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

Bi-Weekly (Hourly)

Regular

Full-Time

Full Year (52 Weeks)

Staff

Institutional Advancement

Hybrid

Position Purpose

Supports Institutional Advancement (IA) Operations and programs by providing high levels of support to all IA businesses with primary focus on gift-processing, biographic data management, and streamlining operational processes. Adheres to accepted data entry standards, defined procedures, confidentiality, and the highest level of data integrity.

Job Responsibilities

• Use the fundraising database to process all types of gifts; ensure that gifts are recorded, receipted, and reported to reflect the donors' intentions while conforming to specified legal, IRS, CASE, and internal policies and procedures.

• Deposit checks daily, process receipts, refunds, adjustments and transmit activity to the general ledger.
• Adhere to internal procedures including a daily cash log and reconciling gifts, check scanning and direct deposit to our financial institution.
• Maintain accurate and organized gift files and data management documentation.
• Maintain standard operating procedures for all gift and data management processes.
• Produce reports for a variety of external data sources; including annual fundraising reports for publication through independent school associations (VSE and NAIS.)

• Validate data changes using social media, online directories, online services, volunteers and staff.
• Verify data integrity and data accuracy using customized audit reports.
• Create and update biographic/gift records for donors and alumni utilizing systems to manage data imports and exports.
• Analyze complex gift entry scenarios requiring collaboration between multiple departments and external business partners.
• Perform high volume of advanced data entry tasks to update and accurately maintain biographic and gift information.
• Research, compile, and analyze information from multiple systems to maintain data.
• Assist with testing data processes and implementing new systems.
• Assist with creating and maintaining online event registration forms and transactions, including payment processing and reconciliation.
• Assist with training colleagues as it pertains to accessing and navigating the database, locating information and interpreting data.
• Commit to professional development through active participation in cross-training, team meetings, seminars, etc.
• Provide excellent customer service to all constituents.
• Assist with building and delivering complex queries/reports/exports/lists from IA's systems, managing requests strategically, with attention to detail and accuracy.
• Work in a collaborative, professional, and positive manner to fully support internal colleagues.

• Perform other duties as assigned.

Direct/Indirect Reports

None.

Position Requirements

Education

• Associate’s degree required or a minimum of 3+ years of work related experience.

Experience

• Experience with relational databases.
• Experience with fundraising tools; for example, Raiser’s Edge, RENXT, Blackbaud CRM, Millenium, Ellucian, Omatic, iModules, EverTrue or GiveCampus.
• 3+ years’ office experience desired.
• 3+ years’ office experience and familiarity with general accounting principles desired.
• 3+ years of managing data in an operational environment.
• Organizational, analytical and problem solving skills.
• Skilled written and verbal communication.
• Capability to work individually and as part of a team
• Capacity to quickly and independently learn PEA and Advancement specific policies, procedures, and terminology
• Experience creating and maintaining standard operating procedures; streamlining business process and data management practices highly desired.

Skills & Knowledge

• Excellent data entry skills with an emphasis on accuracy.
• Understands relational database architecture and how data is used and shared with various campus entities.
• Ability to create and maintain database queries.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Excellent written and verbal communication skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.

• Proficient in MS Office or similar products.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
• Requires long periods of mental concentration and attention to detail.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).