Gifts Management & Database Specialist

PRIMARY PURPOSE

The Gifts Management & Database Specialist within the Advancement Services department reports directly to the Director of Advancement Services. This role is primarily responsible for gift processing, data entry, and report production to support the College’s advancement initiatives. The ideal candidate will possess strong attention to detail, advanced experience with Microsoft Excel, and proficiency in database management. To be successful in this position, the individual must excel at accurate gift entries, ensuring compliance with IRS and CASE guidelines, and collaborating with College staff to enhance data integrity and reporting.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

ESSENTIAL DUTIES

Gift Management & Financial Reconciliation

• Record gifts and pledges accurately and in a timely manner, ensuring proper designation and compliance with College policies.
• Generate and distribute tax receipt letters in accordance with IRS regulations and CASE guidelines.
• Reconcile financial transactions, including cash, checks, and credit card gifts, and transmit reports to the Business and Cashier Offices.
• Manage and oversee the creation of new donor funds in alignment with College financial policies.
• Provide financial documentation for audits and collaborate with the Business Office to ensure accurate reconciliation.

Data Management & Reporting

• Support the Director by addressing data needs, ensuring data integrity, and enhancing the structure of the database.
• Generate donor and development reports using tools such as Slate and Microsoft Excel.
• Update and maintain donor and constituent records within Slate and other relevant databases.
• Assist in the development and implementation of gift management policies and procedures.

Donor Stewardship & Relations

• Support donor stewardship efforts, including preparing scholarship and annual reports.
• Act as a resource for staff regarding gift processing, fund management, and data requests.
• Collaborate with Advancement staff to enhance reporting, data requests, and provide necessary donor information.

Travel Program Support

• Maintain and track expense reports for College-hosted trips and events.
• Generate trip registration reports and manage event records in Slate.
• Import and reconcile registration and payment data from external partners to ensure accurate tracking.

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Proficient in database management with a strong understanding of donor relationship management systems, including Slate and Microsoft Excel.
• Excellent knowledge of accounting principles related to gift reconciliation, fund management, and financial reporting.
• Superior understanding of IRS regulations for nonprofit organizations and CASE guidelines concerning tax receipts and donor reporting.
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet strict deadlines.
• Superior technical skills in Microsoft Office Suite (Excel, Word, Outlook) and experience with relational databases.
• Proficient in data analysis and reporting, generating accurate and insightful reports for various College departments.
• Communicate effectively with diverse stakeholders, including donors, staff, and external partners, maintaining professionalism and confidentiality.
• Demonstrate exceptional attention to detail when managing gift entries, tax receipts, and financial reconciliations.
• Collaborate effectively with cross-functional teams, contributing to a cohesive work environment and supporting shared departmental goals.
• Demonstrates a commitment to promoting inclusion in the workplace by fostering an environment of respect and collaboration among colleagues from diverse backgrounds.
• Exhibits a proactive approach in identifying and addressing data integrity and system improvement opportunities.
• Models integrity and transparency in managing donor information, ensuring accuracy, and adhering to confidentiality protocols.

REQUIRED EDUCATION / EXPERIENCE

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of two years of experience in gift processing, financial management, donor relations, or administrative support.
• Strong knowledge of accounting principles, fund reconciliation, and financial reporting.

PREFERRED EDUCATION / EXPERIENCE

• Degree in a related field (e.g., Finance, Accounting, Nonprofit Management).
• Experience in higher education, fundraising, or financial reconciliation.
• Background in database management and familiarity with nonprofit regulations and guidelines.

JOB CLASSIFICATION

• Job Group Title: Gifts Management & Database Specialist
• Working Title: Gifts Management & Database Specialist
• Salary Grade: 15
• FLSA Status: Non-exempt
• Department: Advancement Services
• Reports To: Director of Advancement Services
• Full-Time: Yes
• Schedule: Full-time position, 37.5 hours per week; Hybrid work options may be available based on departmental needs.