Gift And Biographical Data Specialist

Irvine, Orange County
May 14, 2014
Department: University Advancement
Req No.: 2014-0430
Location: UCI Campus - Irvine

Job Summary

Working, and under the direction of the Manager, Gift Processing within University Advancement. Incumbent's duties include; analyzing and recording biographical, membership and gift data information for approx. 600,000 entities on the Advance system; assist the manager and Gift Processing team members with Advance database clean-up projects and on-going analysis of all biographical data for completeness and accuracy; assist in the supervision of student assistants by monitoring workflow and providing training and support.


Salary: Hourly $19.65

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the University Advancement website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 45%
Gift Maintenance:
Review and record gifts and pledges made to the University into complex database, Advance Web. On average, information on 10 different windows is evaluated and entries are made to 50-60 data elements/fields when processing a single gift or pledge.
Research and analyze gift documentation/back-up to correctly assign Advance identification numbers to primary, joint, associated, and/or group donors and/or members.  
Analyze, extract, and record biographic information from gift documentation/back-up into Advance.  Create new donor and/or member records after verifying that a record does not exist on Advance.
Assist in the keying, bio coding and editing of gift batches from UCI Foundation, UC Regents, Annual Fund, Athletics, and Matching Gifts.  
Assist with coordination efforts to obtain Matching Gifts from companies.
Job Essential Function 2
Percent of Time: 45%
Biographical Maintenance:
Responsible for researching, keying and maintaining biographical data on the Advance database system for alumni, staff, faculty and friends of UCI including individuals and organizations affiliated with The UCI Foundation, The Regents, the Beckman Laser Institute and the Alumni Association.
Review all biographical data for completeness and correctness on more than 50 different windows in Advance database.  Assist in developing clean-up reports to ensure data is complete and accurate.  Input all biographical modifications, additions, and deletions on donor and/or member records in Advance from special projects, e-mails, department requests, return mail, reports, etc.  
Provide support and assistance for other units on campus to accurately update records in Advance database.  
Responsible for duplicate record research and clean-up in Advance.
Assist in developing and implementing policies and procedures that will ensure that the data processing unit can adequately service the campus' development effort.
Job Essential Function 3
Percent of Time: 10%
Document Imaging/Database Projects, Administration & Student Supervision:
Assist in the oversight and monitoring of document imaging process and procedures conducted by student assistant.  Provide suggestions to improve existing projects and to develop new projects that could be documented in the imaging system.  Assist supervisor in developing daily policies and procedures plus documentation for system training to new users.  
Assist supervisor with Advance database clean-up projects and on-going analysis of all biographical data for completeness and accuracy.
Assist in the development of Advance queries and reports through Access and help identify current processes that can be stream-lined either by manual improvement or automation.  
Provide suggestions for database improvements and to ensure data accuracy within Advance.
Assist in compiling, editing and proofreading various reports and data upon request.
Assist in the supervision of student assistants by monitoring workflow and providing training and support.  
Assist with mailing gift -related information to donors (i.e, receipts), and any other assigned clerical tasks.
Assist with answering gift-related questions from donors and other departments on campus.  
Work with departments across campus to ensure accurate solicitations.
Performs other job-related duties, as assigned.
Excellent interpersonal skills to relate easily and effectively with people within and outside the University, including both strong written and verbal communication skills.
Compliance with IRS regulations and the following of UC and UCI policies and procedures.
Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.  Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
Ability to be flexible in working independently as well as collaboratively with Advancement and faculty and staff to achieve defined goals.  Use initiative to organize and follow through with complex tasks to meet deadlines.
Experience in using MS Windows: Word, Excel, Outlook
Ability to use judgment, discretion, and sensitivity in dealing with confidential information regarding donors, fund raising strategies, and correspondence between the development staff, faculty and donors.  
Thorough, detail-oriented person, with the ability to search for and compile data and work with little supervision.
Skilled in interpretation of computer coding for accurate receipt, reminder and report generation.   
Fast and accurate typing skill, ability to use 10-key machine.
Ability to work effectively under pressure of multiple deadlines.
Demonstrated ability to work well with other staff members in meeting project deadlines.
Skill to proofread for accuracy, format, correct English grammar, spelling and punctuation.
Ability to handle a large workload.
Knowledge of Access queries and reports.
Knowledge of the Advance software system or similar database system.
General background in major fund raising techniques.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Occasionally
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Frequently
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Frequently
Perform Calculations: Frequently
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not ApplicablePI77411651