Advancement Services Coordinator

Job Details

Job Location:

Regis College Campus - Weston, MA 02493

Position Type:
Full Time

Travel Percentage:
Hybrid

Under the general supervision of the Executive Director of Advancement Services, the Advancement Services Coordinator is responsible for the accurate and timely entry of all gifts and related constituent data into key modules of the Blackbaud Raiser's Edge system to ensure information can be efficiently retrieved for reporting, reconciliation, stewardship, and tracking purposes. This position plays a critical role in maintaining the integrity, accuracy, and confidentiality of data within the alumni and donor database system and supports the overall operations of Institutional Advancement through gift processing, record maintenance, reporting, and donor services.

• Enters all gifts to the University into the donor database system, including checks and cash, stocks and bonds, matching gifts, payroll deductions, gifts‑in‑kind, pledges, pledge responses, and pledge payments in a timely and accurate manner.
• Processes online gifts through Almabase.
• Maintains, generates, and distributes daily transaction logs and reports to the Business Office.
• Works collaboratively with the Business Office on monthly and annual reconciliations of donations to the General Ledger.
• Maintains backup documentation of all gift transactions.
• Produces account distribution reports for Business and Finance.

• Maintains matching gift records and files.
• Submits matching gift forms to corporate giving offices in a timely manner.
• Communicates with donors regarding incomplete requests and facilitates the collection of matching gift funds.

• Enters and updates biographical information including addresses, telephone numbers, email changes, and tracking information received through staff contact, returned mail, mail notifications, and NCOA updates.
• Creates new constituent records and performs ongoing updates and corrections within the donor/alumni database.
• Ensures a high level of accuracy and attention to detail in all data entry and record maintenance.
• Processes deceased constituent records, including verification and tracking for Memorial Mass and institutional publications.

• Assists in running and distributing reconciliation reports for Advancement staff and leadership.
• Runs monthly gift updates and distributes them to the IA Team.
• Tracks Catherine Burke membership information and related reporting.
• Processes quarterly annuitant payments and mailings.

• Processes all event registrations and related payments through Almabase.
• Serves as a resource to Development staff and donors regarding gift processing procedures, philanthropic revenue accounting, and inquiries received by phone or through the dedicated Advancement inbox.

• Assists in conducting donor and alumni prospect research using online research tools and institutional resources (iWave, Live Alumni).
• Prepares donor profiles in support of fundraising initiatives led by the President, Vice President for Institutional Advancement, and Development staff.
• Researches lost alumni and updates records within the Raiser's Edge system.

• Accesses and utilizes institutional systems including Raiser's Edge and Colleague as necessary.
• Works independently with limited supervision while managing multiple priorities and deadlines.
• Performs additional duties as assigned in support of Institutional Advancement operations.
• May assist with special projects.
• Promotes and maintains positive College relations.
• Performs other related duties as required.
• Is part of the rota to assist at special events.

• Supervises a Work Study student and/or Graduate assistant on special projects as necessary.
• Carries out supervisory responsibilities in accordance with Regis College’s policies and applicable laws.
• Responsibilities include interviewing and training work‑study students; planning, assigning, and directing work; appraising performance; supporting and…