Advancement Data Specialist

Position Purpose

The Advancement Data Specialist provides accurate and timely operational support to Gift Recording and Advancement Data & Reporting Services. Reporting to the Director, this position performs complex data entry and maintenance of highly confidential demographic and financial information of alumni, parents, and friends of Dartmouth using a collaborative approach in a team environment.  Performs primary and secondary responsibilities for various functions within the office which are integral to operations and maintenance of adequate controls. 

Key Accountabilities

• Responsible for the accurate and timely entry and maintenance of giving and biographical data in accordance with established standards and procedures. Executes bank deposits and facilitates funds being received from wires, credit cards, securities, PayPal, and other payment sources. Understands what constitutes a gift and the CASE and IRS guidelines that govern charitable gift processing. Develops expertise in using specific web-based applications and other technology tools to enter and maintain giving and biographical data. – 60%
• Extracts, compiles, and assembles information from various sources into appropriate formats for entry and maintenance. Organizes, scans, and prepares prospect and alumni documents indexing keyword data as prescribed by established procedures. Performs research and initial analysis of entity biographical and giving information. Assists in the retrieval and compilation of information from multiple source systems for monthly, quarterly, and ad-hoc reporting and research projects. Ensures the security and sensitive handling of confidential documentation and information. – 20%
• Communicates effectively and respectfully with a diverse community, including alumni, parents, staff, faculty, and students. Keeps Director apprised on the status of important issues and requests to ensure accurate and efficient office response. Understands and effectively explains departmental policies and procedures to our external and internal customers. Assumes ownership of conveyed customer inquiries, issues, or concerns and accomplishes effective resolution in a timely manner, using judgement to escalate issues when appropriate. Delivers best in class service to a diverse community according to standards and procedures established by management. – 10%
• Collaborates with management and colleagues to standardize current processes and continually seeks process improvements to ensure consistency and accuracy. Recognizes technical issues and notifies technical support for resolution and follow-up. Cross trains with other team members to assure adequate coverage, accurate and consistent information, and timeliness. – 10%

Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

Performs other duties as required.