Advancement Services Specialist

Southwestern Law School seeks an organized and curious problem solver to join the Institutional Advancement department as an Advancement Services Specialist. The Specialist is primarily responsible for daily input, updates, and maintenance of the alumni and donor database, including contributions, biographic, and demographic information. This role will gather and enter data necessary for the department to communicate effectively with constituents and raise contributions. The Specialist processes all donations to the school efficiently and accurately and updates contact information and other relevant identifying data. This position is the primary responsibility for proactively maintaining the integrity of gift and contact information. The Specialist interacts with staff and alumni to provide relevant support and excellent customer service. This position reports to the Director of Advancement Services and is non-exempt. 

Primary Responsibilities include:

  • Organize and enter all donations into the Institutional Advancement CRM (currently Colleague Advancement) according to Southwestern policies and industry-standard best practices.
  • Accurately determines donor intent, legal donor, and gift purpose for recording gift by reviewing relevant documentation and CRM data and/or by proactively consulting with staff. 
  • Coordinates bank deposits and gift batch posting with the Accounting Department. 
  • Uses spreadsheet formulas and functions to prepare data for input and perform reconciliations.
  • Curates and maintains electronic files for gift entry batches.
  • Fulfills all contact information updates of alumni, donors, and friends from various sources, including proactively researching updates to deliver a high level of accuracy.
  • Proactively initiates data integrity projects.
  • Updates and maintains constituent Affiliation codes, Solicitation codes, contribution fund Designations and other code tables as needed.
  • Generates various standard reports, including contribution and donor history reports, constituent management reports, and alumni lists.
  • Opens and distributes daily mail for the department.
  • Creates and maintains procedural manuals and process documentation for maintaining data integrity and gift processing. Initiates process documentation and requests further clarification for documentation. 
  • As needed, assists with event-related tasks such as RSVP tracking, creating nametags, or event check-in table.
  • Answers the main phone line and voice mail for the Office of Institutional Advancement and greets walk-in guests.  Completes any requests for information or refers to appropriate staff who can assist.
  • Responsible for proactively identifying and completing tasks for continuous process improvements for maximum efficiency.
  • Other duties as assigned by the Director of Advancement Services.
  • Review database views and dashboards for efficiency and clarity, making adjustments as needed
  • Assists fellow staff members with CRM navigation and data entry practices, being a main contact for questions about CRM usage.
  • Contacts alumni and donors upon request, maintaining a high level of customer service 
  • Manages recurring donations to ensure accuracy and timely communication

Minimum Job Requirements

  • Bachelor’s degree from an accredited institution; may substitute four years of vocational school training, job-related experience, or a combination in a similar position, but must have a high-school diploma or GED. 
  • A keen eye for detail and the ability to spot and correct errors accurately and efficiently.
  • Proactive and curious problem-solver.
  • Quick learner, accurate, able to multi-task, and work with minimal supervision.
  • Ability to occasionally work additional hours and some holidays during peak times, including but not limited to fiscal year-end and calendar year-end.

Knowledge, Skills, and Abilities Preferred

  • Prior experience in advancement, fundraising, and alumni engagement in a university or non-profit setting.
  • Knowledge and experience applying IRS and CASE standards and guidelines to daily tasks. Familiarity with FASB guidelines.
  • Proficiency with and ability to learn new technology and incorporate into daily work. 
  • Advanced knowledge of and experience with Microsoft 365, with emphasis on Excel, Word, Outlook and Teams, and mail merge functions.
  • Experience using modern CRMs for gift and data entry (CRM Advance, RE NXT, Salesforce, etc.).
  • High proficiency in 10-key data entry (number pad).
  • High level of judgment, discretion, integrity, and confidentiality.
  • Ability to spot and correct errors proactively. 
  • Accuracy and meticulous attention to detail.
  • Highly organized and excellent time-management skills.
  • Excellent critical thinking and listening skills.
  • Excellent ability to identify and solve problems.
  • Ability to apply creative problem-solving skills to develop solutions within established policies, guidelines, accreditation standards, and applicable law.
  • Skill in organizing resources and establishing priorities.
  • Ability to provide excellent customer service.

Pay: $24.04 – $$27.00/HR 

To Apply: For consideration, please submit a cover letter, resume and professional references to jobs11@swlaw.edu 

 

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