Gifts & Records Coordinator

Job Summary

Provide the foundation for donor, alumnae, and external constituent engagement by Smith College by maintaining and enhancing gift and biographical records. Working within the team of Advancement Data Specialists incorporate best practices to facilitate and process gifts and pledges received and biographical updates from varying sources including electronic feeds, data files, forms, and direct contact with constituents. Provide strong customer service to alums, parents and donors regarding current and past giving to Smith and/or their information on file with Smith. Support colleagues in the understanding of and use of the advancement data set.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Gift Accounting (40%):

• In a timely and accurate manner, oversee gifts from a wide variety of sources from notification to finalization to support fundraising efforts.
• Assess, prepare and record gifts, pledges, and pledge payments; prepare and/or work with bank deposits and financial information; and enter data into database.
• Learn about a dozen ancillary systems to extract the data necessary to properly record charitable gifts to the college.
• Work with donors to resolve questions and concerns about gifts.
• Produce and send tax receipts for all gifts received on a weekly basis.
• Collaborate with other teams across Alumnae Relations and Development and other departments, including but not limited to the Controller’s office, the museum, the libraries, and ITS to complete regular tasks, trouble shoot specific issues, and stream-line processes.
• Keep pace with technologically driven changes to gift accounting processes and procedures.
• Develop a basic understanding of the leading IRS regulations that drive charitable gift accounting and Smith’s bookkeeping.
• Provide customer service to donors and colleagues regarding how to make a gift and past giving data.

Constituent Records (40%):

• Maintain and enhance biographical information in the database to support Alumnae Relations and Development in fundraising and constituent engagement efforts.
• Oversee constituent records from creation to deceasing.
• Use various auxiliary applications and databases such as but not limited to Salesforce and AlumniFinder as part of constituent records processing.
• Work with constituents to resolve questions and concerns about biographical information.
• Train student workers on various records-related projects when appropriate and necessary.
• Collaborate with other teams across Alumnae Relations and Development to complete regular tasks, trouble shoot specific issues, and stream-line processes.
• Keep pace with technologically driven changes to constituent records processes and procedures.

Data Integrity and Analysis (15%):

• Help develop and use reports and data extracts to monitor data accuracy, quality and consistency; assess and resolve issues as they arise; and stream-line processes.
• Help work on data clean-up projects as needed.

Other Duties (5%):

• Proactively assist with advancement support tasks as needed.
• Participate in team meetings and task forces as appropriate.
• Performs other related duties as assigned.
• All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

MINIMUM REQUIRED Qualifications

• High School Diploma or Equivalent
• 1 to 5 years experience

Skills

• Ability to learn and adapt quickly to new software in an evolving technical environment.
• Excellent organizational, interpersonal and communication skills with the ability to successfully interact with people of all backgrounds.
• Ability to collaborate and work with others, especially Advancement Data Team, toward successful results.
• Ability to take initiative and solve problems.
• Strong customer service orientation.
• Ability to maintain a sense of humor.
• Ability to prioritize and multi-task in a fast-paced environment and independently handle multiple priorities while adhering to deadlines.
• Strong attention to detail and accuracy.
• Ability to manage confidential information with appropriate discretion.
• High level of proficiency with Microsoft Office (especially Excel and Word).
• Able to incorporate use of a variety of auxiliary computer systems into daily work flow.

Preferred Qualifications

• Associate's Degree

Preferred Skills

• Experience with data management in a fundraising or other constituent relationship management database preferred.