Advancement Services Assistant

May 17, 2017
Institution Type
Four-Year Institution

Emerson College

Advancement Services Assistant

Reporting to the Director of Advancement Services, the Advancement Services Assistant will provide a high level of administrative and operational support to the Advancement Services office working closely with the Advancement Services Associates. The critical functions include assisting with daily operations of Advancement Services department.
This is a bargaining unit position. In this position, you will be exclusively represented by the Service Employees International Union, Local 888 for purposes of wages, hours and other terms and conditions of employment.

Campus Location: Boston Campus

Required Knowledge:
Associate’s degree of the equivalent combination of education and experience. Highly detail-oriented with a critical eye for accuracy in data entry and analysis; superior interpersonal and organizational skills; ability to prioritize work and make continued progress on multiple projects simultaneously while adhering to deadlines; excellent problem-solving and analytic skills; ability to work effectively both as a collaborative team member and independently; ability to understand and follow directors and complex policies and procedures; and ability to deal with confidential data.

Preferred/Desirable Knowledge:
Bachelor’s degree preferred. Experience with development operations/gift processing data base systems such as Banner Advancement by Ellucian and Raiser’s Edge by BlackBaud, preferred.

Required Prior Work Experience:
Experience in a busy, professional office environment, preferred.

Diversity Statement:
Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society.

Open Date:

Classification Title: Intermediate Support

Salary Grade: 13

Job Family: Support

Job Duties:
  • Process all types of donations; ensuring that they are recorded, receipted, and reported to reflect the donors’ intentions while conforming to specified legal, IRS, CASE and Emerson College specific requirements. This includes assisting in the determination of appropriate campaign, fund, and appeal codes upon entry, in addition to attaching documentation to gifts in the database, reconciliation, and depositing checks electronically with our bank daily.
  • Process and record non-phonathon pledges, including reviewing documentation to ensure that the proper criteria are met according to CASE and college requirements. Assit with generating pledge reminders. Troubleshoot and work with Advancement Services Associates to resolve issues with re-occuring pledges (updating credit card info, researching questionable charges, issuing additional receipts, etc.) as well as proactively reaching out to re-occurring gift donors to obtain updated credit card information as needed upon expiration or cancellation of cards.
  • Assist with completion and submission of required documentation (electronic and non-electronic) to matching gift companies confirming donations to secure matches.
  • Assist with creation and updating of biographical records for alumni, donors, and friends of the College from staff emails, online event registration and web requests, daily mail and phone calls. This includes assisting in the discovery and consolidation of duplicate records, updating addresses from returned mail, and reviewing a wide variety of reports for necessary changes. Perform basic research to find biographical data when donors and/or alumni have not provided required information, or to validate information currently in the database.
  • Work in collaboration with Advancement Services Associate as liaison to WERS, ArtsEmerson and PloughShare, to ensure donations are accurately records in the College’s system of record.
  • Assist operations and reporting analyst in resolving duplicate Banner records. Identify potential duplicates, conduct research to determine which record is more complete using defined guidelines, and move data to good record when able. Assist with other data entry and dat cleanup projects as needed.

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