Advancement Services Coordinator

Advancement Services Coordinator page is loaded## Advancement Services Coordinator locations:
Hybrid - Oakland time type:
Full time posted on:
Posted 4 Days Agojob requisition :
JR101350#
*
* Description:

**##

Job Description

Summary:

The Advancement Services Coordinator is a core operations role that supports the Director of Advancement Services in all aspects of gift processing, donor data management, and reporting. This position is highly database-focused and spends a significant portion of time working in Raiser's Edge and related systems, entering and reviewing data, producing reports, and ensuring accuracy for Finance and fundraisers. The role is best suited for someone who enjoys detailed, process driven work, is comfortable working independently for extended periods of time, and takes pride in producing accurate, clean data and donor-facing documents.

The position requires a meticulous approach to following established procedures and a high level of accuracy in all work products.#

Duties and Responsibilities:

*
* Essential Duties and Responsibilities:

**** Gift processing and data entry
*** Accurately enter and process gifts, pledges, recurring gifts, matching gifts, payroll deductions, and online donations into the University's fundraising database (Raiser's Edge NXT and Database View), ensuring compliance with university policies and best practices in gift recording.
* Ensure all gifts are coded correctly for funds, campaigns, appeals, constituencies, and attributes in alignment with Advancement and Finance standards.
* Scan and attach acknowledgments, pledge forms, fund agreements, and other documentation to the appropriate records to maintain a complete electronic audit trail.
** Database management and data integrity
*** Maintain and update alumni and donor records on an ongoing basis, including contact information, relationships, employment, and engagement data.
* Conduct regular quality control checks to identify and resolve duplicate records, missing data, and coding issues, and support data cleanup projects as needed.
* Spend a substantial portion of the workday in Raiser's Edge and Excel running queries, exports, and lists, and validating the accuracy and completeness of data.
** Reporting and analytics
*** Generate standard and ad hoc reports in Raiser's Edge and Excel to support Advancement, Finance, and senior leadership. SMU - Internal Data
* Assist with compiling and formatting lists for appeals, events, stewardship, and campaigns, ensuring criteria and data are accurate and well documented.
* Help analyze giving and engagement data to support strategic decision making, including tracking progress to goals and identifying trends or data issues.
** Acknowledgments and donor correspondence
*** Prepare and send timely donor acknowledgment letters and receipts, ensuring each communication is accurate, professional, and formatted correctly on letterhead.
* Maintain acknowledgment templates and merge fields, and support updates to language in collaboration with the Director of Advancement Services.
* Help track and manage special stewardship communications such as tribute notifications, scholarship thank you processes, and custom letters.
** Prospect research and records support
*** Conduct basic research on alumni and donors using tools such as Lexis Nexis, Research Point, Live Alumni, and public sources to update contact information and support prospect identification.
* Enter and maintain research findings, attributes, and notes in Raiser's Edge in an organized and consistent manner.
** Cross functional coordination and administrative support
*** Support Advancement mailings and lists for appeals, Giving Tuesday, reunions, donor events, and stewardship projects.
* Assist with event registration lists and related data tasks for alumni and donor events in coordination with the Advancement team.
* Respond to data and reporting requests from Advancement staff and other campus partners in a timely and service oriented manner.
* Provide occasional administrative support to the Advancement team, including scheduling, file organization, meeting preparation, and other duties as assigned.
** Education and/or

Experience:

*** Bachelor’s degree, or an equivalent combination of education and experience.
* Minimum 2 years of experience in advancement services, gift processing, or database management in a nonprofit or higher education setting. Three or more years of hands-on experience with fundraising CRMs such as Raiser's Edge strongly preferred.
* Demonstrated experience working for extended periods with databases and datasets, including generating queries, exports, and reports to support fundraising, finance, or marketing activities.
* Experience as a project and/or event coordinator, including managing timelines, logistics, and follow-through on multi-step tasks.
*
* Skills and Abilities:

*** Demonstrated understanding of the fundraising process and the importance of SMU - Internal Data accurate donor data and timely donor stewardship.
*…