Data & Gift Processing Specialist

Job description

Job Title:

Gift Processing Specialist

Position Number:


Job Category:

University Staff

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FLSA Status:



Chicago-Water Tower Campus

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Location Code:


Is this split and/or fully grant funded? :


Duties and Responsibilities:

Job Summary:

This position is responsible for maintaining the integrity and acquisition of the constituent (alumni, donor, prospect, and friend) data in Loyola’s Ellucian Advance database. This includes acquiring, updating, and maintaining constituents’ biographical, demographic, contact, and engagement information. In addition, this position will assist with ensuring the proper accounting for all donations. This person will ensure that gifts are properly recorded to the donor’s entity record – and that they are properly documented, deposited, and reconciled in accordance with the University policies and procedures during peak periods.

Duties and Responsibilities:

Working in the Advancement Division, this position is responsible for supporting the fundraising and engagement efforts of the University by acquiring, updating, and maintaining constituent information in Loyola’s Ellucian Advance database. The accurate and timely entry of constituent data is a critical element in the engagement, cultivation, and solicitation of individuals and organizations – and it is a vital role within the Advancement Division.

This position will report to and partner with the Manager of Data & Gift Processing in the development and implementation of systems to ensure that constituent information is acquired and recorded properly. Additionally, this position will help ensure that Advancement staff has the information needed to successfully engage, cultivate, and solicit constituents for gifts – and to record, receipt, acknowledge, and steward these gifts Key constituent data includes biographical, demographic, contact, engagement, and gift information.

Essential duties and responsibilities include the following:

1.Manage and fulfill the pipeline of ad hoc data requests that come into the department’s email inbox and through the Smartsheet task request system.

2.Run and review data audit reports, correcting/updating constituent data as necessary. Use a variety of publicly-available and proprietary data tools to obtain the data necessary to make the appropriate adjustments. These tools include LexisNexis, Loyola’s PeopleSoft student system, online publications, social media, and the internet.

3.Use subject matter expertise to recommend and execute new data integrity audits.

4.Oversee the process of reviewing mail returned by the USPS – inactivating incorrect addresses, and performing research to identify new/correct address information.

5.Assist with overseeing the maintenance of all entity records in the Ellucian Advance database, including (but not limited to):

a.Creating new records.
b.Updating and maintaining biographical, demographic, and contact information.
c.Updating and maintaining employment and employment-related information (e.g. matching gift relationships, business addresses, positions, and titles).
d.Updating and maintaining personal relationship information (e.g. marital status and parent-child relationships).
e.Researching unverified obituary notifications, updating entity records with verified information.
f.Proactively acquiring, updating, and maintaining constituents’ engagement information (e.g. event attendance, participation in volunteer activities, membership on a Loyola advisory board, etc.).

6.Assist the Manager of Data Processing with project management – tracking project progress, and estimating timelines and project completion dates.

7.Review/research all records that cannot be automatically created/updated by Ellucian’s Data Loader technology. After review/research, ensure that these records are created/updated as appropriate.

8.Create and maintain documentation about data updates (e.g. how to code two people as married) and data audits (e.g. how to merge duplicate records).

9.Test new automated data feeds to ensure that they correctly load information into the Ellucian Advance Database.

10.Train student employees how to accurately update the Ellucian Advance Database. Assist with the management of student work on Data Processing projects.

11.Serve as a primary contact for colleagues with questions about constituent data.

12.Assist with making recommendations about Data Processing’s portfolio of data projects.

13.Review, stage, and enter all donations to the University. This includes processing checks (scanning checks to the University’s bank), managing the payment lockbox, reviewing and scanning all documentation, and posting donations to the donor’s entity record ensuring that proper credit is given to the donor(s) and entered in the University’s donor database; Review documentation to ensure that the correct donor, fund allocation, pledge payment schedule, and other critical information has been accurately recorded.

14.Process transactions from collection applications such as iModules, overseeing/managing these activities when necessary. Ensure that proper credit is provided to registrants where a gift payment is included.

15.Support the Manager of Data & Gift Processing in the following areas:
a. Establish and maintain allocation records as needed.
b. Establish new appeal codes as needed.
c. Maintain donor pledge files.

16.Ensure that daily reconciliation reports are completed for General Accounting, and prepare information for entry into the Advancement database. Work with General Accounting to facilitate intercompany transfer of funds as necessary.

17.Perform other duties as assigned.

Minimum Education and/or Work Experience:

1) Bachelor’s Degree or 2) some college or HS diploma with 3-5 years of related experience in data processing, data management, or bookkeeping/accounting required. Familiarity with fundraising and/or higher education preferred.


•Demonstrated accuracy in data entry and information processing.
•Demonstrated ability to review and audit database entries to ensure accuracy.
•Ability to follow departmental policies and procedures.
•Ability to apply common sense understanding to carry out instructions furnished in written, verbal, or diagram form.
•Demonstrated problem-solving skills.
•Demonstrated ability to read, analyze, and interpret technical procedures.
•Demonstrated ability to clearly communicate detailed information in written form.
•Demonstrated ability to effectively present information and respond to questions from internal and external stakeholders.
•Ability to apply concepts such as fractions, percentages, ratios, and proportions.



Computer Skills:

•Intermediate proficiency with Microsoft Excel and Word required. Advanced proficiency with Excel preferred.
•Adept user of Internet, email, and other office automation systems.
•The person in this role will be trained to advanced/expert proficiency on University systems (e.g. Advance, Data Loader, and LOCUS).

Supervisory Responsibilities:


Required operation of university owned vehicles:


Physical Demands:


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Job No:
Posted: 2/12/2021
Application Due: 2/23/2021
Work Type: Full Time