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Gift and Constituent Records Specialist
Chapman UniversityOrange, CA, US19 days ago
Job type
- Full-time
Job descriptionPerforms gift accounting tasks as assigned for special projects and to provide additional coverage for the department during periods of high volume or absence by the Manager of Gift and Constituent Records. Supports gift processing by batching and processing various types of donations including credit card payments, checks, and online contributions. Communicates with donors by phone or email to update payment information or follow up on gift-related requests. Runs and mails gift receipts and acknowledgments in alignment with donor stewardship timelines and University procedures. Assists with maintaining accurate donor records and supports related reporting and reconciliation needs. Stays abreast of best practices in gift and constituent records management. Evaluates and recommends opportunities to enhance and extend services, especially through the application of technology solutions to gift and constituent records processing. Assists in the creation and maintenance of current and thorough gift and constituent record documentation, including record maintenance policies, procedures, and training materials. Participates in system testing, documentation updates, and other data-related initiatives. Bachelor’s degree or equivalent combination of education and experience Experience in a data entry environment, preferably in an educational or nonprofit setting Experience in gathering and reporting data, reasoning logically, drawing valid conclusions and making effective recommendations Knowledge of basic data relationships and data input and reporting methods Knowledge of basic arithmetic computations including addition, subtraction, multiplication, division, fractions, and percentages Knowledge of Microsoft Office Tools, particularly Word, Excel, and Outlook Ability to prepare clear and concise correspondence and application documentation Ability to use standard office equipment : telephone, copier, fax, PC, computer printers, etc. Ability to work independently, take initiative, and exercise independent discretion and judgment on matters of significance when needed Ability to work and communicate effectively and respectfully with all staff levels within and outside University Advancement Ability to maintain the highest level of confidentiality Commitment to an inclusive and collaborative work environment Commitment to excellence in customer service Experience in bookkeeping, general ledger, or financial recording General understanding of policies, procedures, and regulations related to donor and gift processing, recording, and reporting
Job Description Summary The Gift and Constituent Records Specialist is primarily responsible for all data enty related to consituent records in the University Advancement database of record for Chapman University, which includes the creation of new records, updating of existing records, and execution of other related data integrity processes. The Specialist also provides support as needed for gift processing to help ensure timely recording, receipting, accounting, and reporting of philanthropic gifts to the University. Responsibilities Constituent Records Administration
- Reviews and processes ongoing requests for new constituent records and updates to existing records in response to information received through case requests from members of University Advancement and the Chapman campus community, web update forms, returned mail, and other sources. Works with the Manager of Gift and Constituent Records to prioritize all requests appropriately. Maintains a strong customer service focus through clear and timely communication regarding the status of requests from receipt through closure. Closely adheres to relevant departmental performance metrics as well as all policies related to data privacy and the confidentiality of information managed.
- Coordinates and participates in recurring data maintenance and enhancement projects, including National Change of Address (NCOA) verification, third-party data appends, and updates to board, volunteer, and other affiliation records. Manages updates to student, alumni, and staff information received from University enterprise systems to ensure data consistency and accuracy.
- Monitors the accuracy of data entry practices through regular data integrity queries and other checks and acts accordingly on results to improve the quality of information managed and used by University Advancement.
- Maintains data integrity by updating demographic information, merging duplicates, and separating / joining records.
- Researches constituent and donor information using resources such as Lexis Nexis for data verification.
- Leads the biannual Parent Load Project, creating student and parent records through a structured data import process.
- Collaborates and communicates with campus departments to resolve data issues and improve processes.
- Trains staff on data standards and supervises student workers by providing instruction, reviewing work for accuracy, and ensuring adherence to procedures.
Gift Records Administration
Departmental Operations
Other Duties as Assigned Required Qualifications
Desired Qualifications
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