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Position Information

Position Title Chief Clerk, Constituent Records

FLSA Non-Exempt

Primary Responsibilities

Position Summary: Under the supervision of the Senior Associate Director of Advancement Operations, this position provides primary constituent data entry, data cleansing, secondary gift entry processing and clerical support for advancement operations. The chief clerk maintains biographical information in Raiser’s Edge/ NXT ; and participates in data integrity and data appending projects. Constituent confidentiality is required.

Duties/Responsibilities:

• [70%] Primary Constituent Data Entry

• Maintain biographical and other information on various constituency records including (but not limited to) contact information, marriages, deaths, births, solicitation response codes, interactions, employment addresses/salutations, and coding for special mailings.

• Perform data cleansing activities to include regularly running a set of queries in Raiser’s Edge/ NXT database to ensure data integrity.

• Produce ad-hoc queries/lists/reports as requested by University Advancement staff.

• Assists with ongoing data cleanup/appending projects.

• Assists with maintenance of procedure and policy manuals for the gift entry and constituent records area.

• [15%] Gift Processing Support

• Assist with processing gifts and pledges, as needed during times of high volume including (but not limited to):

• Process gifts and pledges made to the University; calculate Canadian exchange for gifts in Canadian funds- research and resolve discrepancies. Initiate, calculate and process payroll deduction gifts for bi-weekly and monthly payroll; track and post multi-year payroll pledges, notify payroll office of upcoming deductions, and make additions and changes to individuals’ payroll records.

• Provide university advancement staff, finance staff, and auditors with gift information as requested.

• Prepare and send daily gift files to finance for upload to financial system.

• Prepare and send daily gift receipts.

• Process online transactions through GiveCampus including donations, event payments, etc.

• Communicate as needed with donors and prospective donors concerning gift receipts, stock transfers, and/or gift related questions.

• [15%] Clerical Support

• Provides clerical support for Advancement Operations staff with travel and expense reports

• Maintains vendor and system contracts including oversight of payments and renewal deadlines for the Advancement Operations Office

• Other duties as assigned.

Minimum Qualifications

+ High school diploma or equivalent and five years of related work experience required; or associate’s degree and three years of related work experience required.

+ Experience with database entry and/or accounting or equivalent combination of education and experience preferred. Previous experience with Raiser’s Edge a plus.

+ Ability to quickly learn and effectively use databases and Web applications, including Raiser’s Edge/ NXT , GiveCampus and others.

+ Experience conducting web-related searches, as well as electronic database searching.

+ Meticulous attention to detail and sensitivity to confidential information is essential.

+ Position requires the ability to work well under pressure and meet deadlines.

Preferred Qualifications

Bachelor’s degree preferred.

Salary CSEA Level 16, $18.84 - $25.94/hr.

Status (FT, PT, Seasonal, Temp) Full-time (12 months)

Posting Detail Information

Posting Number ST01332

Desired Start Date

Open Date (to accept applications)

Close Date (date applications will not be considered)

Open Until Filled Yes

Special Instructions to Applicant

Please submit a resume, letter of interest in the position, and three professional references. These documents can be uploaded in the “Applicant Documents” section of your application. Review of applications will begin immediately and continue until the position is filled. All offers of employment are contingent upon the finalist successfully passing a background (including criminal records) check.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

+ Resume

+ Cover Letter/Letter of Application

+ References

Optional Documents