Constituent Records Coordinator
I. JOB OVERVIEW
Job Description Summary:
The Division of Development and Alumni Relations (DAR) is seeking a Constituent Records Coordinator which reports to the Assistant Director of Biographical Records on the Advancement Services Team. DAR is responsible for leading the university's alumni and fundraising efforts and seeks to promote a culture of philanthropy throughout the university community, including alumni, students, parents, faculty, staff, corporations and foundations, patients and other friends. Our goal is to advance GWUs mission of excellence in education, research, scholarship, and patient care.
This position will assist the Biographical Records team in coordinating and fulfilling the duties and projects within the Constituent Records department, ensuring that biographical information is updated and maintained on constituents' records in the advancement database (Advance), and that donations to the university are properly received, entered into Advance, and receipted.
The Constituent Records Coordinator will learn and follow departmental procedures, policies, and governmental regulations as they impact gift processing, donor confidentiality, data integrity, and management of records. Review, process, and enter biographical data for constituents into Advance, including address changes, e-mail and telephone updates, committee participation, and philanthropic interests. Review and process gifts into the Advance database and the university's on-line giving platform (Luminate) and payment gateway (CyberSource). Assist in the remote deposit of checks and authorization of credit cards through point-of-sale machine.
Provide daily monitoring of correspondence through email, telephone, and in person conversations to respond promptly to data change requests from alumni, staff, and internal clients. Act as a liaison with other Development and Alumni Relations departments, as well as other university administrative offices to provide recommendations for procedural changes and in other matters pertaining to gift and biographical records. Assist in training of staff in maintenance of gift and biographical records.
Entering biographical data for constituents into Advance, including address changes, e-mail and telephone updates, committee participation, philanthropic interests, etc.
Soliciting updated constituent information from university colleagues and retrieve updated information submitted voluntarily from alumni through websites, emails, mail, phone calls, and other university contacts.
Monitoring the flow of biographical entry requests to make certain that deadlines are met.
Coordinating biographical records data projects with priorities of other functions in Development and Alumni Relations, such as communications, technical services, and development officers.
Assist the Director, Biographical Records, with data-integrity checks.
Provide daily monitoring of correspondence through organization email accounts, and respond promptly to data change requests from alumni, university staff, and internal clients.
Follow departmental procedure, university policies, and governmental regulations as they impact gift processing, donor confidentiality and responsible management of records maintained by the university.
Process gifts into the Advance database.
Make recommendations for procedural changes to improve the efficiency and effectiveness of gift and biographical records maintenance, in order better to support the university's advancement efforts.
Perform other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.Minimum Qualifications:
Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:
Experience in database record maintenance.
Strong oral and written skills. Strong organizational skills.
Experience in gift processing or biographic records maintenance within a non-profit organization is desirable.
Proficiency with the Microsoft Office suite (particularly Excel), standard web browsers, and email.
II. JOB DETAILS
Campus Location: Foggy Bottom College/School/Department: Development & Alumni Relations Family Dev & Alumni Relations Sub-Family Constituent Records Stream Service and Support Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday - Friday, Daytime hours Position Designation: Non-Essential: Employees who are not required to work unless directed to do so by their supervisor. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Internal Applicants Only? No Posting Number: S006567 Job Open Date: 08/07/2017 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:
The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Do you hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study.?
- * What is your expected salary range?
(Open Ended Question)
- Cover Letter
Documents needed to Apply
- Cover Letter