Gift and Biographical Data Coordinator

Gift and Biographical Data Coordinator I

Job Description

Department:
Advancement Gift Management

Pay Rate Type:
Hourly

Employee Type:
Full‑time

Seniority level:
Entry level

Job function:
Information Technology;
Industry: Higher Education

Gift and Biographical Data Coordinator will be responsible for data services within Advancement Operations. This includes gift processing policies, receipt/acknowledgment processes, biographical maintenance, and other data maintenance activities. Advanced computer skills, including use of various computer packages needed to create word processing documents, spreadsheets, timelines, and database reports are extremely important and will frequently need to be upgraded.

• Accurately enter gifts and pledges, receipts, pledge reminders, gift documentation, and biographical updates into the advancement database, Raiser’s Edge/RE NXT.
• Act as a primary point of contact for pledge, gift, and biographical data transfers from other advancement programs and partners.
• Search online and hard copy publicly available information to trace lost addresses and phone numbers.
• Review, explain, and interpret policies and procedures on all aspects of gift and pledge processing; develop and maintain training manuals and documentation for advancement systems support.
• Handle and maintain confidential information in a high volume data processing environment.
• Perform advanced clerical work involving judgment, accuracy, and speed with minimal supervision.
• Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice.

• High school diploma or equivalent required; professional coursework or post‑secondary education is a plus.
• Minimum 2 years of data entry and professional office experience.
• Proficient in Microsoft Office, Google applications and document scanning, specifically demonstrating proficiency with Microsoft Excel and Google Sheets.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Must be able to work independently, exercise judgement, and manage projects in a timely manner with minimal supervision, as well as to adjust as new projects are assigned.
• Ability to work collaboratively as a member of a diverse community and make an impact in a complex team‑oriented environment.
• Strong customer service orientation.

• Maintain appropriate confidentiality with regard to employee and donor data, documents, issues, etc., and respect privacy needs of donors, employees and past employees.
• Comply with highly inflexible deadlines; multiple occurrences of sudden, urgent task completion required.
• Interact professionally, diplomatically, and appropriately with employees, past employees, members of the general public, and others who express opinions or strong emotions.
• Move around the office space, meeting rooms, and other parts of the campus facilities as required.
• Use computer for prolonged periods, including keyboard/mouse usage and monitor viewing.
• Adjust vision focus as required for close and distance vision tasks.
• Shift focus quickly due to interruptions; track multiple projects and tasks mentally.
• Manage varying noise levels in office environment.
• Regular working hours Monday‑Friday, with occasional evening or weekend shifts for special events or emergencies. Position located in downtown Waterville office.

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.