Data Entry Specialist

Posting Number: R0001884
Location: Salem Campus


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Position Summary:This position is responsible for entering and maintaining data in the University's alumni database, Raiser's Edge. This entails accurately entering the daily receipt of University gifts and maintaining constituent data as needed.

Reporting to the Associate Director of Data Acquisition, Integrity, and Metrics the Data Entry Specialist will assist in maintaining a high level of data integrity and database accuracy to ensure smooth operation for all areas of the Advancement division.

Willamette is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Willamette recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Duties:

Gift Processing (55%)

• Evaluate, sort, collect, and total all charitable gifts made to the University on a daily basis in order to create daily gift batches and properly steward donors. This is including but is not limited to: checks, cash, credit cards, stocks, bonds, mutual funds, gifts in kind, and matching gifts while making sure that the donor is properly credited and all codes and dates are accurate with all appropriate Raiser's Edge fields populated following University gift policy;
• Manage gift entry procedure and process daily gift batches in a timely and accurate fashion to adhere to University Advancement's 48-hour turnaround for receipting/acknowledgment policy;
• Analyze gifts to determine appropriate campaigns, funds, appeals for each gift to be processed for accurate entry;
• Generate accurate financial and analytical reports, execute procedures to guide gift entry accurately, and make sure that the database effectively captures donor gift information for correct donor stewardship;
• Run reports to validate gift data and corrects anomalies as needed;
• Prepare regular reconciliation of checks, cash, and charges with the Finance Office;
• Run periodic existing reports on gift activity, monthly gift, and campaign reports;
• Collaborate with Major Gift Officers and Prospect Management on tracking gifts related to proposals, major gifts, and gift adjustments for campaign reporting;
• Maintain and produce documentation on gift processing and data entry procedures;
• Provide training and documentation to backup gift processor and student staff related to data entry;
• Safeguard the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling of all departmental requests;
• Answer Gift Hot Line, assists callers, and takes messages as necessary;
• Responsible for communicating with donors about their giving as needed. It is expected that donors will leave the conversation feeling heard, feeling appreciated, and having been given accurate information.

Data Processing (40%)

• Works closely with Associate Director of Data Acquisition, Integrity and Metrics and Advancement Strategies and Operations staff to ensure an up-to-date and accessible database for all staff;
• Add and update biographical information in the database that is received by Advancement;
• Add new constituent records to the database as needed;
• Populate all appropriate data fields where information is available and audit for missing fields;
• Organize, coordinate, and maintain the integrity of hardcopy and digital filing systems;
• Assist with verifying data to ensure accuracy;
• Manage small project as needed ensuring communication with Advancement staff and successful completion;
• Manage demographic change mail group to ensure timely updates to constituent records;
• Work with the Advancement Database manager to perform routine clean-up, and special clean-up projects as needed;
• Perform routine auditing checks on data entry to ensure a high level of data integrity.

Additional duties (5%)

• Train and manage student staff on projects related to gift processing, when appropriate and necessary;
• Participate fully in on-campus advancement events, including the entirety of Alumni Weekend and Homecoming/Family Weekend. Participate as needed in Opening Days, SSRD/Scholarship Days, Bearcat Days, Commencement, and other University Events
• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

MINIMUM QUALIFICATIONS:

• Must be detail oriented and demonstrate the ability to maintain accurate records with a high level of accuracy and the ability to perform data entry for sustained periods of time.
• Possess strong organizational and time management skills; ability to prioritize and multi-task in a fast-paced environment and independently handle multiple priorities, projects, and meet critical deadlines in a timely manner despite frequent interruptions and strict time constraints while maintaining flexibility.
• Excellent proofreading, spelling, interpersonal, verbal and written communication skills.
• Critical thinking, good judgment, impeccable attention to detail, and knowledge of the University and its goals are essential.
• Must demonstrate the ability to maintain the highest standards of integrity and confidentiality.
• Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty, students, alumni, volunteers and donors.

PREFERRED QUALIFICATIONS:

• Bachelor's degree
• Experience with The Raiser's Edge and Crystal Reports in a not-for-profit fundraising environment.
• Experience with Blackbaud Raiser's Edge
• Familiarity and experience in a development office

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

TYPICAL WORK SCHEDULE:

Monday - Friday 8am to 5pm

PHYSICAL DEMANDS & WORKING CONDITIONS:

Able to work for long periods at a computer.

WORK ENVIRONMENT

Typical office environment, working at a desk with data management system.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Incomplete applications will not be considered.

Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Data-Entry-Specialist_R0001884

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.





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