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Data & Support Specialist/Report Writing Associate
Director of Advancement Services and Donor Relations
The Data & Support Specialist/Report Writing Associate (“Associate”) first and foremost serves as a member of the Office of External Affairs for the overall purpose of cultivation, recognition and solicitation of the school’s various constituencies. The role of the Associate is to provide information, support, and services to advance the fundraising and community support building mission of the Development, Alumni/ae Offices and Communications Offices.
The Associate‘s primary general responsibilities include data entry, report writing, gift processing, and basic research.
He/she will assist in annual creation of new parent, grandparent, Alumni/ae and Senior student records, will assist in annual updating of current parent records as well as other annual record updating (changing senior records to alums, entering graduating seniors college info., college and parents’ address changes, and activities & clubs, etc.), and will assist in ongoing data updates including updating database with info. obtained via Alumni/ae website. He/she will enter event attendance, will run labels and create nametags. He/she will assist in updating written data entry procedures and ongoing development of new processes and policies that efficiently enhance data integrity and will assist in training of new users as needed.
He/she will generate Millennium driven Annual Fund financial reports, Capital/Campaign tracking reports, Alumni/ae mailing lists, labels, phon-a-thon forms, mailhouse lists, mail merges, etc. and will work with staff to determine time deadlines, data entry that needs to be done prior to the report, and report output.
He/she will develop reports for analyzing specific appeal and targeted fundraising event success as indicated by changes in constituent giving patterns or levels.
He/she will enter pledges and gifts, including credit card transactions, gifts of stock, matching gifts, gifts in kind, etc., will generate and distribute gift logs, gift memos, acknowledgements and receipts as well as pledge reminders.
He/she will conduct basic research of constituents using the internet to update addresses, employment, etc. as needed and will research returned mail to determine correct address(es) and valid months including contacting constituent for most accurate and up to date information.
He/she will participate in All-School and Office of External Affairs events and functions as needed.
Skills and Competencies:
· Bachelor's degree
· Proficiency in Microsoft Word, Excel, including querying and reporting from relational databases
· Experience using Millennium (v. 7.2 or above) fundraising software, including creating report criteria
· Proficiency in Crystal Report Writer (v.8.5 or above)
· Attention to detail and strong interpersonal, communication, training, and organizational skills required, as is the ability to work effectively in a team
· Office of External Affairs
· Other independent schools
· Professional organizations
Effective Office of External Affairs Operations:
· Thorough and timely response to collegial, other School personnel, constituent and trustee requests
· Ability to balance and prioritize multiple tasks
· Maintain accurate and complete records that adhere to internal and any relevant external policies and procedures
· Assistance with upcoming projects including Capital Campaign, integration of new staff, and database cleaning, upgrade, and screening
· Support in strengthening relationships with peer schools, consultants, etc. as needed
· Assistance in preparation of statistical and survey data as needed
· Attendance at professional meetings as appropriate
· Contribution to the team effort, including assistance with other duties and functions as may be required
· Assist in development of collaborative tools to enhance knowledge transfer among constituents and staff, including the Head of School.
Participation in School Life:
· Support and presence at student and faculty events and activities
· Support and participation at School events for the whole School
Promotion of School:
Help ensure positive perception of the Office of External Affairs and this institution by all who are in contact with the Department and School.
Help ensure those who deal with the Office of External Affairs are treated with respect and feel as if they are important
Help ensure the Office of External Affairs projects a sense of calm, efficiency and competence
· Ensure information is dealt with in the strictest of confidence and discretion
· Use appropriate channels of communication within the Office of External Affairs
· Cooperative working relationships with colleagues, School staff, faculty and administrators
· Contribution to the overall effectiveness of the School by willingness to provide assistance to colleagues as required
· Knowledge of fund raising and related regulations, policies, and procedures including confidentiality standards
· Strong interpersonal skills to work effectively with a diverse group of people including faculty, students, and staff, etc.
· Calm and helpful manner with all constituencies; friendly and approachable style
· Well organized with multi-tasking capability to manage multiple projects to deadline
· Supervisory experience preferable
· Documentation and record keeping knowledge
· Detail-oriented with commitment to high level of data integrity and accuracy
· Excellent written and oral communication skills; good listener
· Initiative and follow through; be a “self starter”
· Ability to be become involved in the life of the school
· Diplomacy and tact
· Ability to work in collegial manner; personable, friendly and good humored
· Ability to thrive in a fast paced environment and support a busy supervisor
· Professional boundaries in the handling of privileged information; respect and use of appropriate information channels
· Discretion and tact
· Effective research techniques
· Represent institution positively to all internal and external constituents
· Problem resolution, willingness to find new solutions and share ideas in a constructive way
· Contribute positively to the overall morale of people within the institution
· Flexibility to work long hours including weekend and evenings during busy times
Able to sit and move about the office
Able to speak and use the telephone
Able to speak, read, write, and understand English
Able to work occasional evenings and weekends
Able to use a computer