South Texas College of Law Houston
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at South Texas College of Law Houston
SUMMARY This position is responsible for performing gift recording, demographic data maintenance duties, gift receipting, and coordination of mailings. The position serves as the primary database integrity and gift processing resource for the department. Must be comfortable working in a fast-paced environment while being flexible and detail-oriented.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Administer donation program, including processing gifts, preparing acknowledgment letters, and responding to gift inquiries.
Provide effective coordination of donor relations database (currently Raiser’s Edge), including data entry.
Add new constituent records to the database as needed, analyze information, and populate all appropriate data fields where information is available.
Review and accurately process gifts, ensuring that required documentation package is complete and accurate, assign purpose, solicitation codes, and other required information; and select appropriate gift officer to acknowledge each gift based on its source and specified criteria.
Produce individualized acknowledgment letters for all gifts received in a timely and accurate fashion.
Continuously and proactively improve the quality of constituent data, and accurately incorporate new and updated information into the database.
Compile and enter into the constituent database complete donor and gift records from historical data and information from research files. Proofread and update database accounts and add or correct historical data.
Perform regular uploads and record updates from other campus systems, such as student, alumni, and parent records, as well as the departmental and faculty/staff data; import external datasets such as prospect ratings, screening results, and NCOA updates; and upload appeal and event data, as well as attributes and other record elements.
Assist in the collection, maintenance, and distribution of gift information and other constituency information that is maintained in Raiser’s Edge and the donor files. Provide assistance to the Philanthropy and Alumni Relations staff with regard to the administration of gifts and donor records.
Provide accurate and timely data extracts, including mailing lists and ad-hoc reports, to all campus constituents and volunteer partners.
Ensure the integrity of the annual report figures and the donor honor roll.
Develop and run reports on the status of all outstanding commitments, gifts in designation pending, adjustments and write offs on a monthly basis
Exceptional written and verbal communication skills, as well as proficient editing and proof-reading skills.
Partner with accounting staff regarding gift entry and posting, fund creation, gift restrictions, and audit reporting.
Serve as an effective liaison between the Office of Philanthropy and Alumni Relations as well as the law school’s other administrative units such as Admissions, Financial Aid, Registrar, Finance, Accounting Services, Human Resources, and Information Technology on matters relating to database integrity (verifying data, importing new students’ records, etc.). Facilitate effective collaboration and information sharing with these departments.
Provide excellent customer service, anticipating and exceeding the needs of all users.
Complies with all aspects of the law school’s Customer Service Standards.
Perform other duties as assigned.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Understanding of fund raising and alumni relations concepts; familiarity with student and alumni data a plus.
Proven ability to prioritize and deliver projects on time.
Working knowledge of Raiser's Edge, including queries and exports, system configuration and administration (security, system tables, global changes, etc.).
Report development skills, including working knowledge of Crystal Reports and SQL.
Knowledge and understanding of the clerical or specialized procedures and operations peculiar to the collection, organization, storage, searching, and retrieval of gift and administrative information that is stored in various media, such as electronic records and hardcopy files.
Knowledge of general office procedures and practices sufficient to respond to staff on questions or requests concerning the input, maintenance, retrieval, and distribution of development information.
Responsible for the data integrity of all information maintained by this position in Raiser’s Edge, including maintaining the confidentiality of that data.
Excellent word-processing skills and knowledge of automated systems, relational databases, report formats, etc., appropriate to maintaining gift and other administrative records.
Ability to plan and carry out day-to-day work independently, referring problems to the immediate supervisor; completed work is reviewed as necessary for general conformity to established Philanthropy and Alumni Relations procedures.
Perform a range of clerical and administrative functions for the office including recording, retrieving, and distributing gift information, and generating pre-defined reports — duties involve storage and retrieval of confidential data in a clear and concise format; decides what tasks are to be performed based on assessment of situations and alternatives.
Finance background helpful; demonstrated attention to detail and accuracy; ability to handle multiple tasks simultaneously.
Knowledge of IRS standards on donations is preferable.
Proven ability to interface and maintain effective relationships with all level of employees in a team-oriented environment.
Assist others as appropriate in a professional and respectful manner; positive demeanor and flexibility are vital characteristics.
EDUCATION and/or EXPERIENCE
Associate’s degree in computer science, information systems, or equivalent work experience required. Two years related experience; working knowledge of Raiser’s Edge software required, including queries and exports, system configuration, and administration.
Ability to effectively and professionally communicate in one-on-one and small group situations to students, alumni, law firms, clients and other employees of the organization. Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write basic correspondence.
Ability to perform basic math essentials.
Ability to define routine problems, collect data, establish facts and draw valid conclusions to solve routine problems and/or deal with a variety of variables in situations, especially when supervisor may be out of office or unavailable. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is regularly required to stand and walk. Occasional light to moderate lifting from floor level, at waist, and above shoulders required. Infrequent bending and stooping necessary. Specific vision abilities required by this job include close vision in order to accurately input data and proofread; distance vision in order to recognize and assist visitors to the department.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Fast paced, multi-tasking, non-smoking work environment. Must be able to work the general business schedule of the College (9:00 a.m. to 5:30 p.m.) plus evenings and weekends as needed. Some travel as required.