Bio & Gift Records Specialist

Position Summary:

The Bio & Gift Records Specialist is responsible for proactively and efficiently processing gifts and maintaining the constituent records in the CRM database. The goal is to ensure the high quality of our operations and services contributing to the long-term success of the LSU Foundation. 

As a key member of the LSU Foundation team, the Bio & Gift Record Specialist will assist in keeping the integrity of the database and identify opportunities for improvements. The specialist is expected to be knowledgeable about LSUF fundraising processes, be timely in the delivery of work, and work collaboratively with LSU Foundation staff as well as LSU Units. This position is part of the Advancement Services team and reports to the head of Bio & Gift Records.

Position Responsibilities: 

45% Record Maintenance:

• Performing ongoing record functions, such as creating new records, updating bio, marital, family, and employment data, merging duplicate records, purging records, etc.
• Working tickets in the records update queue and assist with processing data batches received through online content management system
• Updating communication and solicitation controls to align with donor centered practices
• Proactively researching new contact information for alumni and identifying deceased alumni
• Researching new contact information for returned mail appeals
• Assist with data import projects and mass updates of constituent records, including, student, parent, and faculty and staff. 
• Notify prospect research and development of changes to key constituent records

45% Gift Processing:

• Process all donations (gifts, matching gifts and pledges) according to current policies and procedures with a high level of accuracy. The specialist will use accounting principles to process gifts according to donor intentions, professional and legal requirements, and complying with internal audit controls. 
• Reconcile and balance gift batches of various types and from multiple sources. 
• Prepare and deposit checks and cash
• Archives gift information by scanning and filing utilizing the documentation imaging system. 
• Send tax receipts for donations. Ensure all donors receive timely and appropriate recognition for their gifts.
• Contact donor regarding issues, including declined credit cards and missing information.
• Communicate with internal team members in advancement, development and finance to address donation issues. 

  Qualifications Required:

• Bachelor’s degree from an accredited college or university
• Demonstrated experience in gift processing and records management.
• Proficiency with Microsoft Office 365 applications, particularly Excel.
• Experience analyzing large data sets.

Qualifications Preferred:

• Excellent organizational and communication skills.
• Understanding of the development process and experience with higher education fundraising  databases, preferably ADVANCE.
• Advanced computer skills and experience using online research tools, including LexisNexis.
• Ability  to work effectively in a team environment.
• Sound  judgment and decision-making skills.
• Time  management skills and the ability to adjust priorities as needed.
• Results and service-oriented attitude with special attention to responding timely with accuracy and precision
• Highly detail-oriented and self-motivated.

Competencies:

• Critical Thinking: Practices objective rather than subjective modes of reasoning and action. Maintains perspective when assessing qualitative and quantitative information.  Appropriately challenges and questions common beliefs. 
• Relationship  Building: Develops,  maintains, and strengthens relationships with others outside of the  organization.  
• Attention  to Detail/Accuracy: Focuses  on paying attention to all details and aspects of a job or process to avoid  substandard outputs.
• Collaboration: Works collegially with  others, cooperating in both interpersonal and team relationships; fosters  enthusiasm and maintains mutual trust, candor, and respect. 
• Adaptability: Responds to changing  circumstances by being innovative and altering behavior to better fit  different situations; successfully works with new colleagues;  willing to be flexible; remains calm in stressful situations.
• Effective  Communication: Shares  and receives information using clear oral, written, and interpersonal communication skills. 
• Emotional  Intelligence: Identifies and  manages the emotions of self and the emotions of others. 
• Professionalism: Thinks carefully about  the likely effects on others of one’s words, actions,  appearance, and mode of behavior. 
• Tenacity:  Achieves a desired outcome in the face of setbacks, obstacles, or challenging circumstances.
• Timely Decision Making/Judgment: Demonstrates the ability to make judicious and effective decisions. 

Supervisory Responsibilities

This position has no supervisory responsibilities. 

Work Environment Requirements

• This position is primarily performed in a professional office environment.
• The role routinely uses standard office equipment, including computers, telephones, printers, and related technology.
• The position may involve occasional travel, meetings, or attendance at events, as applicable to the role.
• Work hours are generally standard business hours, with occasional evening or weekend work as needed.

Physical Demands

While performing the essential functions of this job, the employee may be required to: 

• Sit for extended periods of time
• Stand or walk occasionally
• Use hands and fingers to operate a computer keyboard, mouse, and other office equipment
• Communicate clearly in person, by phone, and electronically
• Lift or move materials weighing up to 20 pounds occasionally (if applicable)

The physical demands and work environment characteristics described here are representative of those required to perform the essential functions of the job. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act (ADA).