Job Description
Position Title: Advancement Services Assistant, Constituent Records
Reports to: Director of Advancement Services
Primary Function: The Advancement Services Assistant, Constituent Records position supports the information needs of the Advancement division through the maintenance and upkeep of constituent records in The Raiser’s Edge (RE) and other college systems. Manage student worker staff. Additionally, it is expected that this position contributes to overall efficiency and effectiveness of the department by aligning daily work and tasks with industry best practices. Active participation in department and division meetings is expected and encouraged.
AREAS OF RESPONSIBILITY
· Constituent Record Management:
o Manage and coordinate the entry of biographical record updates in Raisers Edge from internal and external sources
o Document non ordinary changes as needed
o Maintain Addressee/Salutations
o Process the National Change of Address (NCOA) updates
o Manage/process the Return mail
o Add new constituent/organizational records
o Proof and update data from Student Information Services (SIS)
o Database cleanup and maintenance
o Quality Control; follows departmental procedures to maintain the integrity of the data
· Student Worker Management:
o Manage/Supervise Advancement Services Student workers (up to 5 students)
o Recruit, interview, hire, schedule student workers.
o Train students in the use of RE and ImageNow to assist in data entry
o Create and assign projects to students & monitor progress and quality control
· RE Training
o Introduce new users to RE with a one hour training and a 30 minute follow-up.
§ Primary focus on the following: Bio 1, Bio 2, Addresses, Addressee/Salutation, Relationships
· Gift Deposit
o Prepare daily deposit for gifts received in the Advancement Services office
o Deliver deposit to the business office
o Provide backup gift processing as needed
· Office Management
o Order and maintain office supplies
o Maintain office equipment
o Distribute daily office mail
· Other Duties as assigned
Supervisory Responsibilities: Supervise up to 5 students as described above.
CONTACTS: Daily contact with on-campus colleagues; contact with alumni, parents, students, and the general public
EDUCATION:
· Essential: Associates Degree
· Desirable: Bachelor’s Degree
EXPERIENCE:
· Essential: Experience with Microsoft Word and Excel. One to three years of experience in an office environment.
· Desirable: Experience with RE. Experience in a higher education environment.
KNOWLEDGE, SKILLS & ABILITIES:
Effective problem-solving and analytical abilities; data-entry accuracy, attention to detail, and confidentiality are essential; an on-going willingness and ability to learn new software applications is essential; must have excellent organizational, proofreading, oral and written communication as well as general office skills. Maintain Confidentiality. Occasional weekend and evening work may be required.
PHYSICAL DEMANDS: Some light lifting
WORK ENVIRONMENT: Typical office setting
WORK SCHEDULE: Full time, year round, campus office hours (between 7:00 AM and 5:00PM)
POSITION DRAFT DATE: March 1, 2016
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