Advancement Services Associate/Coordinator

Position Title: ADVANCEMENT SERVICES ASSOCIATE/COORDINATOR (DOE)

Department: Advancement

Reports To: Advancement Services Manager

FLSA Classification: Non-exempt

FTE (Full-Time Equivalent): 100%

Schedule of Duties: 12-Month

Salary: $65,000- $90,000 annual/salary

Position Purpose: The Advancement Services Associate/Coordinator is responsible for managing and coordinating the daily gift deposits, analysis and processing of gift batches in the schools donor database system (Raisers Edge NXT). This includes the production of gift receipts, individualized acknowledgment letters, posting control reports and pledge reminders.

Specific Expectations for Advancement Staff: In addition to duties and essential job functions listed in job descriptions, the following responsibilities are expected of all employees in the Advancement Department: Professional development as required and approved by your supervisor, work beyond your regular hours when required and approved by your supervisor, and attendance of, or participation in, mandatory meetings and/or events as directed by your supervisor including but not limited to the Directors Days, Team Retreats/Activities, and the Annual Auction. All employees will be paid appropriately and according to current law. In the case you are required to work outside of your normal work schedule; non-exempt employees will receive overtime pay, as eligible. May be required to work occasional nights and/or weekends.

Essential Functions

• Manage timely and effective gift entry, receipting, and analysis.
• Provide documentation of incoming gifts that range in value and designation.
• Prepare reconciliation for gifts with the Finance Office as often as needed.
• Produce various gift documents pertaining to the gift entry process, including pledge agreements, letters of intent, and other gift agreement templates.
• Track outstanding pledges and assist in the production of pledge reminders as appropriate.
• Submit and distribute various report and query requests to Advancement staff as needed.
• Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to any community member (e.g. faculty, students, parents, and staff), and handling of all departmental requests.
• Organize, coordinate and maintain donor and gift files per institutional guidelines.
• Enter and update constituent records in the database as it relates to gift processing and the health of the Advancement Database (Raisers Edge NXT).

• Add new constituent records to the database as it relates to gift processing, analyze information and populate all appropriate data fields where information is available.
• Assist with other duties and tasks that support the Office of Advancement, as directed by the Chief Advancement Officer and the Advancement Services Manager.

Qualifications:

• A clear commitment to the educational philosophy of the school as articulated in the Goals and Criteria of Sacred Heart Schools and professional behavior modeled on it.
• A Bachelors degree or the equivalent in work experience is required and a minimum of two years of professional experience in an equivalent position or similar training and experience.
• Demonstrated experience in/with finance or accounting including but not limited to experience interfacing with finance departments in regard to gift processing.
• Experience with Raisers Edge strongly preferred or equivalent strong experience in another CRM database and demonstrated ability to learn a new system quickly.
• Must be able to work independently with minimal direction and collaborate as part of a larger team.

• Passionate about being part of a team with a firm commitment to customer service and stewardship.
• Outstanding organizational skills and attention to detail and a proven ability to manage multiple projects, prioritize and meet deadlines.
• Flexible with a high tolerance for change, ambiguity and a fast-paced environment.
• High standard of interpersonal, written and verbal communication skills.
• Able to produce professional-quality documents/files using Google and Microsoft suites.
• Results-driven approach with a bias towards accuracy and on-time delivery.
• High level of professionalism, a willingness to go the extra mile to achieve goals and a demonstrated team player.
• Demonstrated excellent punctuality and attendance.

Physical Demands and Work Environment:

• View and operate a computer frequently and consistently, especially regarding primary work functions.
• Speak and hear to communicate effectively with the school population and larger community.
• Travel safely and comfortably across a 63-acre campus for events and meetings, often several times in a workday.
• Physically able to assist, when necessary, with event setup and breakdown, including lifting to 30 lbs.
• Work in standard office conditions and climate.

• Work in varied extreme outside weather conditions during special activities and fundraising events.
• Work in a highly stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.