Philanthropy Services Officer

Staff
Hallmark University
Posted 3 weeks ago
SUMMARY OF THE JOB:   
The Philanthropy Services Officer is responsible for the integrity, accuracy, and comprehensiveness of Philanthropy data. The position is the primary point of contact for processing donor gifts to Hallmark University, for adding and updating constituent records, ensuring the accuracy of constituent information, and performing prospect research to support and facilitate major gift strategy development, cultivation and tracking. This position plays a key role in supporting all areas of the Office of Institutional Philanthropy operations and is also responsible for directing the maintenance and operation of the Philanthropy database, including managing the database security, documenting existing and creating new processes, and making recommendations to improve operational effectiveness.
 
ESSENTIAL FUNCTIONS:
 Database Management:
  • Develops and maintains efficient systems for data cleansing, data entry, gift processing, prospect research, and relationship management
  • Maintains policies and procedures manuals for data entry and ensures compliance across staff, training users on proper data input and extraction; provides Raiser’s Edge or Salesforce training and support to the team
  • Designs and implements database queries and data exports to analyze giving trends and outcomes for the department
  • Prepares and maintains the department’s financial and reports for the VP of Philanthropy, Directors and Finance to track annual fundraising goals
  • Maintains constituent information and provides detailed reporting to VP of Philanthropy in preparation for meetings of the Board and Development Committee or as needed
  • Coordinates the interface of all department files with other Hallmark University data files and operations, maintaining and updating data definitions and database for consistency and adherence to standards
  • Oversees the management of Institutional Philanthropy vendors
  • Troubleshoots issues and manages updates and/or upgrades related to the Raiser’s Edge or Salesforce database
  • Processes and maintains records on all gifts, pledges and donor-related transactions daily
  • Provides high-level prospect research on current and potential donors, including individuals, corporations, and foundations, using a variety of sources
 Reports:
  • Prepares award reports for donors, working closely with Financial Aid and Finance teams to produce accurate award recipient dat
  • Prepares scholarship donor stewardship financial reports
  • Assist in the preparation of other Institutional Philanthropy reports, including proposals and reports to Executive team and Board of Trustees
Donor Services Management:
  • Collaborates with Finance team to ensure that all gift revenues are properly recorded; provides monthly gifts reconciliation
  • Produces and oversees the integrity of mailing lists for the department’s direct mail, email and social media campaigns.
  • Manages quarterly pledge reminder process to ensure pledge fulfillment
  • Manages donation process by ensuring daily gift entry into Raiser’s Edge or Salesforce per CASE standard protocols, including transmittal of payments and payment information to Finance
  • Prepares timely Gift Acknowledgements, Receipts and Transmittals
  • Supports department in coordination of media needs with internal communications and public relations team
  • Assists with other departmental and institutional projects as needed
 KNOWLEDGE/ SKILLS/ABILITIES:
  • Excellent computer skills, including Microsoft Office Suit
  • Excellent written and verbal communication skill
  • Strong analytical and organizational skills; sharp attention to detai
  • Familiarity with current fundraising practices and accounting principle
  • Commitment to maintaining confidentiality and a high degree of accuracy in donor record
  • Adept in navigating complex environments and dealing effectively with individuals at all business levels and a variety of situations
  • Ability to effectively multi-task and produce accurate, meaningful and professionally formatted work products under demanding timeline
  •  Strong ability to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner
  • Flexibility and effectiveness translating between Philanthropy team needs and database output to accurately translate requests into effective queries and report
  • Skill in making presentations and supporting special event
  • Ability to work a flexible schedule, including working evenings or weekends as needed
QUALIFICATIONS AND EXPERIENCE: 
PREFERRED-
  • Bachelors’ degree
  • 3-5 years’ experience working in a non-profit development department and managing a fundraising and relational database system.
  • Experience with annual fund/direct mail and alumni programming
REQUIRED-
  • Associates degree
  • 2 years’ experience working in a non-profit development department and managing a fundraising and relational database system.
  • Basic proficiency with Raiser’s Edge or Salesforce

Job Features

Job CategoryFull Time

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