Advancement Records and Data Entry Specialist

Title:
Advancement Records and Data Entry Specialist

Department:
SVP Advancement

Reports To:
Executive Director of Operations and Analytics

Position Type:
Staff

Position Summary:
Reporting to the Executive Director of
Operations and Analytics, this position is responsible for entering and
maintaining confidential biographical and demographic information on
individuals and organizations in the University Advancement offices' database
system/CRM, with a specific focus on overall data integrity of all data in the
database. The position is also responsible for all administrative functions of
the division, including (but not limited to) processing incoming and outgoing
mail, making copies, answering phones and taking messages, maintaining the
budget and other administrative tasks, as needed and in support of the Operations
and Analytics, Annual Giving, and Prospect Research and Management departments.

The duties of the
Advancement Records and Data Entry Specialist require accuracy, integrity, and
a high level of confidentiality.

Essential Functions:
Gift Entry:
-Processing incoming and outgoing mail, including daily check logs.
-Organizing and entering gift documentation batches. Providing support to gift processing (including daily gift entry, as appropriate.).
-Creating new entities in the University Advancement office's database (Raiser's Edge).
-Receiving, sorting, tallying, and prioritizing daily records updates.
-Coordinating with NJIT's mail services department for the consistent and timely delivery of mail processing, with heightened partnership during calendar and fiscal year-end periods.

Administrative:
-Greeting visitors to the the Operations and Analytics, Annual Giving, and Prospect Research and Management suite and triaging their requests appropriately.
-Managing and maintaining the department budget and all current contracts with vendors.
-Answering phones, taking messages, making copies, and providing general office assistance.
-Overseeing supplies and maintaining inventories for the Operations and Analytics, Annual Giving, and Prospect Research and Management.
-Maintaining budget and spending spreadsheets for the Operations and Analytics, Annual Giving, and Prospect Research and Management.
-Handling invoices from third party vendors, ensuring invoices are approved and processed in a timely fashion.
-In collaboration with the Annual Giving department and other staff, coordinating and executing personalized solicitations and/or invitations, pledge reminders, receipts, letters, labels, envelopes, recognition lists, and University Club membership cards.

Data Integrity:
-Tracking all alumni volunteers through the volunteer module in RE. Soliciting quarterly updates from NJIT staff across campus that manage/maintain the volunteer boards and roles.
-Maintaining address, occupation, relationships, preferences, and other related data for all constituents in the database system by utilizing established procedures and new system functionality as it is made available.
-Working with the Registrar to ensure accuracy and consistency of student data integration into the Development & Alumni Relations office's database/CRM (Raisers Edge).
-Retrieving and processing updates received from and through various sources (from gift officers, via surveys, etc.).
-Researching demographic and corporate information related to data updates.
-Performing established risk controls for validating donor contact information changes and preferences, including address, phone, e-mail, and forwarding.
-Performing data cleanup projects.
-Preparing and submitting annual reports, including the CRI, Employee Campaign, and VSE reports.
-Conducting list pulls and configuring dashboards for reporting purposes.
-Composing correspondence concerning data inquiries.
-Reviewing and clearing data quality audit reports on a consistent basis in support of data quality efforts.
-Assisting other users in locating needed information.

Additional Functions:
-Other duties as assigned.

Prerequisite Qualifications:
-High school diploma plus four years of administrative experience, with emphasis on Microsoft Suite, data entry, and bookkeeping experience.
-Bachelor's degree and experience with fundraising CRMs strongly preferred. Experience with Blackbaud Raiser's Edge/RENXT is a plus.
-Excellent organizational and communication skills.
-Strong technology and computer skills.
-Experience with Emerchant and Chrome River is a plus.
-At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate, to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Bargaining Unit:
OPEIU

Range/Band:
19

Salary Information:
In compliance with the NJ Pay Transparency Law, the negotiated annual salary range for this position is $43,979-$60,029 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.

To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page: https://hr.njit.edu/health-benefits.

FLSA:
Non-Exempt
Full-Time