Manager, Data Processing

Job Summary

Loyola University Chicago’s Advancement division seeks a collaborative leader committed to high-quality data entry, maintenance, and standardization. In partnership with the Director, Data Integrity and other team members, the Associate Director of Data Integrity Gifts develops and manages the administration of all University contributions, including policy and procedures for accurate processing, storage, and data related to contributions in Loyola’s donor database.

The role also involves working cross‑functionally with internal divisions and other University departments and supervising, mentoring, and training two to three Data Integrity Analysts. This position is hybrid, with a regular presence in the Loyola University Water Tower campus expected.

• Oversight, reporting on, documentation, training, execution, and evolution of manual entry, import processes, quality control measures, fiscal sound processing, and corrections/adjustments of gift and advancement‑related event transactions.
• Manage training and communication of complex data and systems to Data Integrity Specialists and various audiences.
• Maintain clear understanding of Loyola University Chicago Gift Acceptance Policy, FASB accounting standards, CASE fundraising standards, IRS standards, and other best practices.
• Collaborate with the Associate Director of Data Integrity Data to ensure clean entry of biodemographic and receipting data during gift entry workflows.

Gift Record Management and Entry

• Assist in maintenance of gift entry workflows and ensure integration of data into Loyola’s systems.
• Ensure pledges, gifts, and biodemographic changes are processed accurately and timely.
• Ensure IRS guidelines for processing donations are met.
• Receive, accept, organize incoming transactions, set up, prepare, assign, and monitor entry.
• Aid analysts with in‑office procedures, including check and credit card processing, deposit, and reconciliation according to University policies.
• Follow standards for gift documentation storage and shredding.

Quality Control

• Review and verify gift and designation data for completeness and accuracy, correcting errors promptly.
• Conduct research to ensure all transactions reflected correctly and inquiries addressed swiftly.
• Monitor and assign tasks from the Gift Corrections queue, ensuring documentation is saved and tracked.
• Audit gift records to improve quality and review transactions regularly.
• Collaborate with the Associate Director of Data Integrity Data to ensure efficient demographic entry into receipt workflows.

Fiscal Administration

• Create and update Designation and Accounting Unit records in the CRM.
• Communicate and address fiscal situations with division‑wide partners such as Donor Relations, Executive Leadership Team, Corporate and Foundation Relations, Gift Planning, Major Gifts, and Annual Giving.
• Request and communicate with campus partners including Cash Management, General Accounting, Office of Sponsored Program Accounting, Athletics, and Office of Student Affairs.

Problem‑Solving & Critical Thinking

• Identify gift acceptance and reporting workflows, data sources, and critical situations; discern roles and respond.
• Apply critical thinking to assess complex gift entry scenarios and communicate issues.
• Proactively anticipate potential issues and address gift data quality concerns.
• Engage in self‑assessment and improvement of gift entry processes.
• Collaborate with colleagues to share insights and innovative solutions.
• Analyze discrepancies, investigate root causes, and implement corrective measures.

Documentation and Adherence to Procedures

• Maintain clear records of gift processing activities, sources, and timestamps.
• Contribute to development of data management training documents and procedures.
• Document business processes for historical records.
• Follow gift and data entry procedures to minimize errors and ensure consistency.
• Create, monitor, and track gift entry quality metrics.

Continuous Improvement

• Suggest enhancements to gift entry processes and optimize processing structure.
• Coordinate with Information Services and Reporting to align data changes with reporting updates.
• Perform other duties…