Advancement Data and Operations Specialist

POSITION CODE: 7488

DEPARTMENT/ADMINISTRATION: Advancement

POSITION: Staff, Non-Exempt, Full-time (40 Hours)

SALARY RANGE: $24.00 – $26.00 Per Hour

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: Six (6) Months 

AVAILABLE: Immediately

BENEFITS OVERVIEW: BROCHURE

POSTING DATE: March 4, 2025

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

Reporting to the Senior Director of Advancement Operations and Research the Advancement Data and Operations Specialist is a critical member of the Advancement Operations team. This position will primarily provide direct support to the Advancement Data Analyst in the continued development and customization of Slate. The Data and Operations Associate will also be responsible for ensuring the accuracy of biographical information contained on constituent records, providing support on data integrity projects, playing a key role in helping process pre-and post-gift entry tasks, as well as partnering with the gift processor in ensuring that the highest level of accuracy, quality, efficiency, data security, and data integrity are met; and adhering to IRS regulations and Payment Card Industry (PCI) compliance.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

Database Integrity:

• Closely collaborates with Advancement Data Analyst to ensure that Slate implementation timelines are met.
• Perform weekly audits for constituent record duplicates, errors, and outdated information.
• Adhere to data integrity standards and approved procedures, update constituent information and relationships in the database from various sources including web, membership lists, and response devices.
• Work with various campus offices to update student, alumni, and employee data.
• Collaborates with Advancement Data Analyst to identify and maximize opportunities to use information and technology to improve service and/or business processes.
• Coordinates with Advancement Data Analyst to provide support with access and scheduling of recurring reports (to be determined as part of Advancement metrics, with a focus on campaigns and fundraising results, but including event attendance, prospect/pipeline tracking, solicitation effectiveness, etc.).  
• Defines, develops, and implements quality assurance practices and procedures, end user test plans and other QA assessments.
• Helps develop and ensure adherence to the business rules and data processes for Advancement with the goal of using our systems in a simple, clear, and consistent way. 
• Under general supervision, facilitate the exchange of data with contracted vendors including NCOA updates, annual data appends, and deceased record updates.
• Utilize queries in Slate for reporting and troubleshooting.
• Provides support in improving dashboards and giving reports.

Reporting:

• Produce daily gift reports and monthly pledge reminders for Advancement Staff.
• Coordinate the gathering of data to produce of annual gift summaries with Donor Relations.
• Support other gift reporting as needed for Advancement Operations.

Gift Responsibilities:

• Serves as the backup for the gift processor and Gift and Records Coordinator in gift entry, adjustment transactions, corrections, write-offs, as well as coding direct mail contributions, identifying and notating campaign, fund, and donor codes to streamline efficient gift processing, and becoming fully cross-trained to step in and enter gifts and pledges as needed.
• Maintains the confidentiality and integrity of the SharePoint library of all gift documentation.
• Serve as backup Complete and track adjustment transactions, corrections, and write-offs.
• Proactively collaborate with Advancement and Business Office team members to develop and implement procedures that ensure accurate and timely processing of gifts and pledges, resulting in timely reporting.
• Participates in divisional training sessions regarding gift and pledge policies.
• Interacts with key stakeholders as appropriate on matters regarding gift processing, reporting, and logging of major and planned gifts, reconciliations, audits, and data changes.

Miscellaneous:

• Participates in the success of all-hands-on-deck events and activities which may include, but are not limited to: Homecoming weekend, Alumni weekend, Commencement, and other alumni/university events as needed.
• Perform other duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• Bachelor’s degree preferred; high school diploma required with 3-5 years related experience.
• Experience with SQL (Structured Query Language) compliant reporting and intermediate to advanced use of Business Objects, Crystal Reports or equivalent reporting tools and proven experience working with Excel’s advanced features, essential.
• Significant experience in data retrieval from a large relational database and enterprise information systems is a plus.

Knowledge and Skills:

• Understanding of higher education and/or non-profit environment, particularly in Advancement/Development (fundraising and/or constituent relations), preferred.
• Knowledge of Ellucian Colleague, Slate for Advancement, Blackbaud Raisers Edge NXT, or similar major fundraising system is preferred. 
• Knowledge of business process design and project management, useful.
• Experience in data analytics, statistical analysis, and/or data mining is preferred.
• Effective project management skills and ability to analyze and document complex business processes.
• Advanced written, listening, and verbal communication skills.
• Familiarity with current and emerging data warehousing, business intelligence and data visualization technology and techniques are desired.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 10 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range considers the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

FOR MORE INFORMATION VISIT

Human Resources (redlands.edu)

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Salary : $24 - $26