Valparaiso University Hiring for Gift and Biographical Data Records Specialist at Valparaiso, Indiana, United States Full Time

Gift and Biographical Data Records Specialist Tracking Code999-674Job Description

The Gift and Biographical Data Records Specialist reports to the Associate Director of Advancement Services. The Specialist is responsible for adding and maintaining biographical data, pledges, and gift processing activities within Valparaiso University’s alumni and development system (Advance) in accordance with industry best practices. The Specialist is also responsible for researching, entering, verifying, and updating data, correcting data inconsistencies, and generating clean up lists; manual entry is required. The Specialist will be expected to maintain confidentiality of database records in accordance with Valparaiso University’s policies.

Additionally, the Specialist is expected to develop and demonstrate a multicultural awareness and contribute to an inclusive, diverse, and respectful University community. This position must demonstrate civil and inclusive behavior when interacting with staff, faculty, students, and visitors to the University. The Specialist must be able to promote a flexible, collaborative, and inclusive work and living environment as well as engage in education opportunities to increase awareness and understanding of diversity and inclusion.

This position works in an environment dedicated to advancing Valparaiso University’s mission and building positive and meaningful relationships with colleagues and constituents—working closely with the Advancement Operations department.

Major Responsibilities:

Gift Processing

• Responsible for adding and maintaining gift processing activity within the alumni and
• development system (Advance) while adhering to Valparaiso University’s policies, CASE standards, and the IRS.
• Perform gift and pledge entry of cash, checks, stock/securities and gift-in-kind
• Perform quality control check of gifts and/or pledge batches that were entered by other staff members for accuracy
• Track and confirm the matching gift process by ensuring the acquisition of matching gifts.
• Research donor employment for matching gift eligibility. Process online matching gift verifications from matching gift companies. Notify Gift Officers of potential matching gifts within their pool of prospects. Update and maintain matching gift information in the Advance system; assist in maintaining matching gift communications within the matching gift communications system (Double the Donation, 360MatchPro) to ensure communications are being tracked appropriately and record donor engagement
• Develop and maintain policies and procedures as needed to enhance operations, including recommendations for automated processes to ensure the efficient flow of data, smooth integration between systems, and the confidentiality and security of constituent information
• Support activities related to the gift acknowledgment and tax receipting production process
• Maintain electronic files for gift source documentation as required by the IRS, internal audit, and external audit requirements
• Understand and serve as a resource to Philanthropy & Engagement regarding the monthly payroll deduction process
• Serve as a resource to Valparaiso University’s security/stockbrokers, faculty, and staff members to ensure timely and accurate processing of securities. Research and maintain stock gift processes, when applicable
• Ensure the privacy and security of all donor financial information. Practice proper cash handling procedures and maintain a secure cash vault safe with monthly audits.
• Demonstrate respect and trust of our donors and their rights and intentions of their gifts to the University.

Biological Records

Responsible for utilizing a variety of resources to maintain updated biographical information for the Advance database including online subscriptions to databases, websites, and the Valparaiso University’s online community website to perform a variety of detailed data entry duties including but not limited to researching and verifying obituary information, updating contact information, and maintaining alumni employment information

• Assist in maintaining biographical information within the Advance database, in particular researching and verifying obituary information, perform a variety of detailed data entry duties including but not limited to biographic, degree, employment, and address information
• Biographic information is to be collected, organized, researched, processed, and verified for alumni, parents, foundations, corporations, and other records in compliance with institutional policies and CASE guidelines

Data Integrity

• Identify and correct data inconsistencies and generate clean up lists identifying data to be updated. Notify the Information Systems Manager of widespread errors

• Respond to routine requests for information, contact users to clarify requests to ensure accurate reporting and a complete understanding of requested information

Training

• As needed for Advance system users and student workers on proper data entry procedures

Required Knowledge and Skills:

• Commitment to the mission and vision of Valparaiso University
• An Associate’s Degree or the equivalent combination of education and experience is required.
• Minimum of 5 years of experience in data entry and relational knowledge.
• In-depth knowledge of personal computers, MS Word, Excel, and database software is essential.
• Strong attention to detail, interpersonal, verbal, and written communication skills, and the ability to effectively work and interact respectfully within a diverse and inclusive environment.
• Ability to prioritize projects, handle multiple tasks, and meet all deadlines.
• Prior experience working with online information systems is preferred.
• Strong analytical skills with the ability to gather and interpret data, and to make sound decisions based on such data.
• Must be able to handle confidential materials with sensitivity and discretion and follow policy and procedures accurately and consistently.

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

All offers of employment with Valparaiso University are contingent upon clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, background checks will also include credit history. Background checks will be conducted on all final candidates for employment.

To be considered for this position you must upload:

• Cover letter
• Resume
• List of 3 professional references
• Answer all the application questions

Please address cover letter to:

Jessica Fitman, Associate Director of Advancement Services

Valparaiso University

Valparaiso, Indiana 46383

Job LocationValparaiso, Indiana, United StatesPosition TypeFull-Time/Regular