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  Sample job descriptions and job description tips. Employment

 Gift Entry and Donor Records Specialist

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Manage daily gift deposits to the Business Office including analysis and processing of daily gift batches in Raiser's Edge, a comprehensive, integrated, relational database system; production of gift receipts, individualized acknowledgement letters, posting control reports and batch reports in accordance with Advancement's 48-hour turnaround policy; assist the Manager of Database Services in data analysis, maintaining data integrity and adding new data to the database. Reports to the Manager of Database Services.

Representative Duties:
  • Collect daily donations received by Development, Business Office and other university departments; evaluate, sort and total all donations made to the University on a daily basis in order to create daily gift batches.
  • Manage gift analysis and entry procedure and process daily gift batches in a timely and accurate fashion to adhere to University Advancement's 48-hour turnaround receipting/acknowledgment policy.
  • Analyze gifts to determine appropriate campaigns, funds, appeals for each gift to be processed; select appropriate calling officer to write acknowledgement letter based on the above criteria and the source of the gift.
  • Assist Database Services Coordinator in fund raising projects through verifying, preparing and processing Impact, AAL, LLB and corporate matching gifts for submission to the matching agency; process and enter matching gifts into the database when they are received.
  • Produce various reports pertaining to the gift entry process, including departmental "Batch-Edit," "Gift Validation," and "Posting Control" reports; submit and distribute various report requests to Advancement and/or President's Office staff.
  • Coordinate and process data analysis and entry projects; operate and maintain a computer and database system; enter donations into the computer, maintain database integrity and gift lists; adhere to system operations.
  • Produce gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate fashion.
  • Assist Database Services Coordinator in balancing gift accounts with the Business Office.
  • Add new constituent records to the database as needed, analyze information and populate all appropriate data fields where information is available.
  • Organize, coordinate and maintain the integrity of hardcopy filing system.
  • Train, supervise and manage student staff, when appropriate and necessary.
  • Perform related duties as assigned.

Knowledge Of:

  • Working knowledge of database software required.
  • Relational database systems preferred.
  • Operation of a computer, codes and their applications, and generation of reports.
  • Financial and statistical record-keeping techniques.
  • Oral and written communications skills.
  • Interpersonal skills using tact, patience and courtesy.
  • Black baudís Raiser's Edge fundraising software, a plus.

Ability To:

  • Organizational skills and detail oriented.
  • Analyze data for appropriate posting.
  • Learn complex data entry codes and procedures quickly.
  • Prioritize data entry projects and review work for accuracy.
  • Complete tasks in a timely manner.
  • Delegate appropriate tasks.
  • Working on multiple tasks with interruptions in an energetic environment.
  • Work well under pressure with periodic heavy workloads.
  • Self-starter and self-motivated.
  • Working in a team environment.
  • Type at 30-40 wpm.
  • Skilled use of 10-key adding machine.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others.

Education and Experience:

Any combination equivalent to: graduation from high school and three years experience in general office environment involving considerable computer work.


Office environment.
Constant interruptions.

Physical Abilities:

Sitting for extended periods of time.
Dexterity of hands and fingers to operate a computer keyboard.
Seeing to read a variety of materials.
Hearing and speaking to exchange information.

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