Development Services Coordinator

Job description

Job Details and Requirement:

The position of Development Services Coordinator has the primary function of executing the daily gift and data entry operations of the Advancement Services office.  The primary tasks include monitoring the gift processing workflow, participating in strategic planning for gift and data protocol, conducting regular data maintenance operations in the Blackbaud Raiser’s Edge and NetCommunity systems, and performing training of other Advancement professionals. 

The Coordinator will report to the Associate Director of Development Services. The Coordinator will consult with the Associate Director and Assistant Director for office related decisions, but will be frequently asked to act independently or without supervision on daily tasks.  Specialized tasks include a variety of routine and complex clerical, technical, data processing, and gift processing duties.  Coordinator will achieve these duties by personally completing tasks and/or by training other staff members or student staff.   Coordinator will be expected to interface with other departments in Advancement, and will consult on best practices for various Advancement business procedures.





Gift, Pledge and Event Registration Processing

  • Enter gifts, pledges and event registrations daily through batch and individual processes.
  • Review gift and pledge documentation prior to entry into database, and determine appropriate account designations.
  • Ensure documentation is attached to gifts and pledges in the database.
  • Process gift receipts.
  • Work with Advancement staff to ensure proper acknowledgment, stewardship and recognition steps are taken and documented within Raiser’s Edge. 
  • Prepare pledge reminders.
  • Adjust pledge records as requested.
  • Review gifts entered by other staff members to ensure accuracy.

Matching Gift Oversight

  • Review, respond to, document and track all matching gift pledges.
  • Communicate with matching gift companies to confirm needed documentation is received and processed.
  • Ensure matching gift pledges are fulfilled.
  • Work with other Advancement staff on communication efforts with donors and employers.
  • Document matching gift company benefits in Raiser’s Edge and confirm constituent and employer records are linked properly.

Data Entry and Maintenance

  • Enter and update constituent data daily.
  • Utilize and update the operations policy to ensure data integrity.
  • Regularly execute a series of queries to catch and correct potential data inaccuracies.
  • Document and adjust procedures to ensure consistency in data entry.
  • Perform large data entry projects timely and accurately.


  • Lead training of Advancement Services staff on updated policies.
  • Participate monthly in Advancement staff training meetings with the expectation of providing updates on Advancement Services workflow.
  • Learn the Raiser’s Edge and NetCommunity platforms with the goal of facilitating data requests, implementing office procedures, and incorporating database functionality into the business cycle of the entire Advancement office.

Other Duties

  • Process returned mail by researching and updating constituent contact information.
  • Perform donor follow-up actions, which may include representing the College over the phone or by email.
  • Performs other essential duties and tasks specific to the position.



Specifically, during non-peak times, our goal is to have all gifts booked within 1 day of receipt in the Gift Office, have receipts with in the mail within 2 days of gift entry and matching gift forms in the mail or confirmed on the company portal within 2 days of receipt.  It is expected that if these goals are not going to be met, it shall be reported to the Associate Director in a timely manner with the reason for the delay and a plan for remedying the problem.



  • Regular attendance is an essential function of this position.
  • Ability to take and follow directions.
  • Ability to work cooperatively with others.
  • Ability to receive and respond appropriately to constructive criticism.
  • Ability to display a positive attitude.
  • Ability to multitask.



EDUCATION: High School Diploma, GED or equivalent combination of education and experience is required.  Bachelor’s degree or some college course work in business, technology or related field is preferred.

EXPERIENCE:  Two to three year of increasingly responsibility in administrative or related experience is required. Experience working in higher education is preferred.

LICENSES:  A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.

PHYSICAL REQUIREMENTS:  Light (up to 20 lbs.)


REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

Applicant much be able to demonstrate the ability to communicate effectively with details and insight.

Excellent word processing skills with a demonstrated knowledge and familiarity with Microsoft Office Suite. Experience manipulating data in excel for review, comparison and importing is essential.

Must demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty, and staff.

Applicant must be organized and able to prioritize work to meet deadlines. Reliability, confidentiality in handling materials, and superior organizational skills are essential.

Must be able to work under deadline pressure with attention to detail and accuracy always as a primary goal. 



REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required.  Regular hours may vary due to needs of the College or division.  This is a 12-month (July – June) position.



This is a non-exempt position.

This is a regular full-time position.

This is a benefits-eligible position.


Physical Requirements:                Light (up to 20 lbs.)


GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times.


BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.


Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.




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Job No: REQ-980
Posted: 11/30/2018
Application Due: 1/3/2019
Work Type: