Database Coordinator

Position: Advancement Database Coordinator
Description PURPOSE OF THIS POSITION:

The Advancement Database Coordinator is an integral member of the Advancement Division at Western New England University and is responsible for the maintenance and proper use of the Advancement database (CRM Advance) as well as all gift processing procedures. The position manages constituent data and assists in the creation of reports, exports, etc. The Coordinator provides effective support and training to Advancement staff in the use of CRM Advance when necessary.

Additionally, this position is responsible for the recording, receipting and acknowledgment of charitable gifts to ensure compliance with financial auditor requirements.

DISTINGUISHING CHARACTERISTICS:

Expertise in specialized Advancement relational databases and other software, and ability to learn new/emerging technologies

Strong technical skillset paired with robust analytical and critical thinking skills

Commitment to data integrity and a high level of attention to detail

Ability to discretely handle highly sensitive and confidential information including financial information

Understanding of the importance of accurate data to the Advancement Division and University

ESSENTIAL Job Functions:

Process, record and maintain all charitable gifts received to the University, including cash, check, stock transactions, payroll deduction, credit cards, and online transactions.

Ensures all gifts, payments and pledges accurately reflect donor intent of gift, payment schedule, credit transaction, gift set, etc. Coordinate with the Vice President for University Advancement, Gift Officers, Controller’s Office, and Advancement Services team as appropriate to ensure proper gift entry and record keeping.

Develop and manage processes to identify and record updated constituent data from a variety of sources, including employment information and biographical updates to ensure consistent and accurate information about constituents and donors. Mange all aspects of Matching Gift Program to include confirmations and gift entry. Serves as a liaison to corporate and third-party payment processors.

Responsible for immediate receipting of all gifts, as well as the timely production of acknowledgement correspondence.

Independently manage the regular flow of constituent data between CRM Advance and our constituent facing website. Ensure that our external facing engagement platform and our enterprise data are in sync with a high level of attention to detail.

Maintain accurate procedures for all gift processing duties and collaborate with Associate Director of Advancement Services on policies. This includes daily gift and pledge acceptance and processing, receipting, restricted gifts, pledges, write-offs, noncash gifts, internal controls, record retention and all related documentation, audit documentation, and reconciliation.

Possess thorough knowledge of CRM Advance biographical data, identifying areas that need updates and taking initiative to address those areas. Serve as the primary point of entry for biographical information into the CRM Advance database from a variety of sources including Advancement colleagues, campus partners, University and external news sites and publications, and more.

Conduct regular data audits to ensure accurate and consistent data to support the Advancement Division needs in the areas of development, alumni relations, and advancement services. Prioritize data hygiene and acquisition projects in alignment with Divisional priorities.

Generate a variety of financial reports, on an ad-hoc basis, from the database which reflect contributions to a specific fund, responses to a solicitation, honorary gifts, or other various coded donor attributes. Assist with other giving reports as requested.…