Gift & Data Processing Coordinator

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.  

 

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Gift and Data Processing Coordinator, as part of Advancement Services in Development and Alumni Relations at Whitman College, is responsible for processing and maintaining accurate constituent biographical and gift data. The Coordinator ensures timely, accurate, and secure processing in accordance with relevant program policies and procedures.

PRINCIPAL ACCOUNTABILITIES

General

• Working knowledge of applicable institutional policies, state and federal regulations, IRS regulations, CASE (Council for Advancement and Support of Education) standards, and AASP (Association for Advancement Services Professionals) best practices.
• Coordinate with documenting and maintaining gift and data processing policies and procedures with attention to quality and efficiency through implementations in technology. 
• Create and manage constituent records in the database.  
• Coordinate paper and electronic filing in accordance with IRS, Auditor, and College regulations.
• Utilizes reports to identify and correct entry errors.
• Serve as a backup to the Assistant Director and perform other Advancement Services tasks as assigned. 

Biographical Data Processing

• Acquire data from other campus offices, online forms, internal post office, third party development and engagement products, alumni surveys, by special request, and more.
• Enter and update data including addresses, emails, employment history, educational history, awards, activities, and relationships.
• Coordinate and complete biographical data imports and manual entry from campus departments.

Gift Processing

• Perform gift and pledge processing functions including sorting, balancing, entering and validating gifts, and updating pertinent information necessary for the proper receipt, administration and acknowledgement of gifts.
• Effectively communicate with other development staff about gift questions and issues, including contributing to the delayed gift log.
• Work closely with the Business Office on gift processing and reconciliation of charitable gifts. 

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Excellent data processing accuracy and speed including typing 50+ words per minute and 10-key proficiency.
• Proficiency with Microsoft Word, Microsoft Excel, Google Docs, and Google Sheets.
• Experience working with databases and the ability to learn new software applications quickly.
• Excellent organizational and time management skills. 
• Ability to work independently, with minimal supervision, or as part of a team, manage multiple concurrent projects, and meet deadlines.
• Strong customer service orientation and ability to adapt communication styles.
• Strong written and verbal communication and interpersonal skills.
• Strong sense of professional ethics and confidentiality standards. Position requires the safeguarding of confidential information at all times.
• Ability to actively and positively contribu