Careers

Title: Advancement Services Specialist

Department: Advancement Services

Duration: 3 months: End Date - May 29, 2026 (tentative depending on the start date)

Employment Status: Non-Exempt, Full Time, 40 hours per week

Job Summary

Reporting to the Associate Director, Advancement Services, the Advancement Services Specialist is an entry-level position essential for accurate gift processing, constituent data maintenance, and donor and constituent support. The Advancement Services Specialist ensures philanthropic transactions and donor records are processed accurately and timely manner, in accordance with institutional policies and industry standards.

The Advancement Services Specialist will regularly work with sensitive and confidential donor, constituent, and institutional financial information, requiring a high level of accuracy, discretion, and judgment. While the role involves significant transactional work, it is not limited to routine data entry. The Advancement Services Specialist is expected to understand how data entry fits into the broader fundraising lifecycle – including receipting, stewardship, reporting, and the overall donor experience – and to recognize exceptions, assess potential issues, and escalate concerns appropriately. Strong attention to detail, accountability, clear communication, and sound judgment are essential for success in this role.

Job Duties

• 30% - Gift Processing and Entry - Accurately enter and process all gifts (checks, online, pledges, etc.) in the College CRM, adhering to documented procedures and CASE/VSE standards. Prepare checks and documentation for deposit, ensuring correct batching, documentation, and reconciliation. Review and download gift documentation or correspondence for completeness and accuracy. Process any online giving inquiries such as matching gift requests, grant verifications, etc. Identify, research, and escalate any discrepancies; using the Salesforce Case system for gift operations items Assist with receipting and acknowledgment processes with Advancement Services and Donor Relations. Maintain confidentiality and adhere to audit, compliance, and separation-of-duties requirements. - (Essential)
• 25% - Constituent Data and Records Management - Enter, update, and maintain constituent biographical, demographic, contact, and relationship data within the CRM. Ensure biographical data accuracy while processing gifts, including updates to addresses, emails, phone numbers, employment updates, and communication preferences. Support data hygiene efforts such as deduplication, deceased record updates, and routine constituent data cleanup projects. Respond to internal data update requests and notify requestors upon completion. Maintain electronic constituent and gift files in accordance with institutional records retention standards. - (Essential)
• 15% - Customer Service and Case Management - Monitor and manage shared advancement and donor services email inboxes and phone lines. Respond to routine inquiries related to gifts, receipts, records, and advancement processes in a timely and professional manner. Log, track, and manage inquiries using established case management, Account Activity entry, or ticketing processes. Triage and escalate complex or sensitive inquiries to appropriate staff/departments. Demonstrate responsiveness, professionalism, and discretion in all communications. - (Essential)
• 15% - Data Preparation and Project Support - Support Advancement Services projects by preparing and organizing data using tools such as Excel or Google Sheets. Assist with data cleanup projects by compiling datasets and identifying inconsistencies or gaps for review. Apply an understanding of data standards and business rules when completing project-based work. Document steps taken and decisions made during assigned projects to support transparency and repeatability. - (Essential)
• 15% - Administrative and Operational Support - Assist with daily mail handling procedures, including pickup, opening, scanning, routing, and documentation retention. Support preparation and distribution of mailings related to gift operations and advancement activities. Provide coverage for general Advancement Services operations during peak periods or absences. Perform other related duties as assigned. - (Essential)

Minimum Qualifications

• Bachelor’s degree in related field to position duties or equivalent combination of education and experience.
  One year of experience in administrative support, data entry, customer service, records management, or a related area (professional, academic, or internship experience acceptable).
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
• Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences.

Preferred Qualifications

• Experience in higher education, nonprofit, or advancement/development operations. Familiarity with CRM systems (e.g., Salesforce).     

EXPECTED HIRING RANGE: $20.00/hr-$27.00/hr. Please note that this position is not benefits eligible.