Advancement Services Administrator

Reinhardt University seeks an experienced Database
Administrator.  The Database Administrator is responsible for
providing managerial oversight of The Raiser’s Edge (RE) database,
ensuring its integrity and maximizing its use to powerfully support
operations. The position serves as the primary liaison for gift and
donor records, gift accounting, and supporting the institution’s
fundraising and stewardship programs. The position ensures
procedures are followed involving gift processing, biographical and
financial records maintenance and reconciliations, quality control,
and reporting.  

 Minimum Qualification
Requirements: 

• Bachelor’s degree in informational science, psychology or
  sociology with training in data analysis
• Two- three years’ experience in a non-profit or educational
  fundraising environment
• Experience in using and maintaining a customer relations
  management (CRM) database system (Raiser’s Edge preferred) and the
  integration and use of related software programs
• Excellent analytical, organization, problem-solving, and
  communication skills (verbal and written)
• Superb attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel,
  PowerPoint)
• Ability to create presentations, reports, queries, exports, and
  mailings
• Capacity to train non-technical staff on basic data entry,
  reading, and understanding records
• Comfortable working in a demanding, face-paced, and
  deadline-based environment
• Successful background checks
• Valid driver’s license 

Preferred Requirements: 

• Familiarity with the Association of Donor Relations for
  Advancement (ADRP), the Association of Advancement Services
  Professionals, the CASE Bill of Rights, the CASE Ethics Guidelines,
  applicable tax law, and bookkeeping principles

 Personal
Characteristics: 

• A motivated self-starter who takes initiative, anticipates
  challenges, and follows through with tasks to provide a superior
  alumni and donor experience. 
• A personable and engaging individual with a consistently
  professional appearance when interacting with internal and external
  constituents. 
• A positive individual possessing high levels of initiative and
  comfort working with teams or independently. 
• An individual who embraces diversity and fosters inclusion in
  all aspects of life. 
• Intuitive, perceptive, and skilled at reading both people and
  situations as well as flexible and willing to adapt, especially
  when advancing multiple projects and priorities. 
• An individual who balances a sense of urgency in addressing
  needs with the patience required of a team-oriented
  environment. 
• A service-oriented person who engenders support among
  colleagues, staff, and the community through knowledge, experience,
  creativity, vision, and dedication to the mission, vision, and
  values of Reinhardt University.  

Work Environment/Physical Requirements of the
Job:  

Physical capacity to be comfortable working in an environment
requiring daily keyboarding, and occasional lifting, carrying,
pushing, and pulling. 

Primary Responsibilities/Essential Job
Functions: 

Responsible for the daily operations of the Advancement
division’s CRM database system which documents and tracks
contributions to the institution from various constituencies as
well as stores information relative the division’s fundraising
function. The position is responsible for ensuring the accuracy and
integrity of the database including gift processing, updating
constituent records, data input and output, technology management,
performing updates, and end-user training and support.

Gift Processing

Responsible for daily gift processing including the accurate
posting of gifts into the database, preparing the daily deposit,
and producing donor gift receipts and thank you letters. Compose,
update, and produce standard and non-standard gift acknowledgement
letters.

Database Administration and Maintenance

Responsible for data accuracy and integrity, and ensuring the
confidentiality and security of all constituent records according
to university policies and state and federal law. Develop and apply
procedures to safeguard data. Develop reports and statistics to
monitor data integrity, trends, accuracy, and interrelationships of
data.

Data Management

Responsible for the import of data into the CRM system from
various sources such as Jenzabar, Excel documents, etc. Responsible
for the export of data from the CRM system for purposes including
but not limited to prospect research and other data mining
activities. Prepare membership lists and mailing lists upon
request. 

Fundraising Duties

Responsible for the design and maintenance of online forms for
donations, registrations, and memberships. Maintain solution for
electronic communication and solicitation of constituents. (Note:
It is not this position’s responsibility to design the
communication with the constituents).

Specialized Reporting Requirements

Design and maintain reports to be used for Business Office
deposits and monthly reconciliations. Produce payroll deduction
list for staff giving campaign. Produce all reports for year-end
audit. Prepare official Volunteer Support of Education (VSE) and
Council for the Advancement and Support of Education (CASE) and
fundraising reports for the institution. Prepare reports for
Director of Institutional Research as needed for SACS, US News
& World reports, etc. pertaining to alumni and giving data.
Design specialized reports as needed. Produce Honor/Memorial donor
listings for Reinhardt Magazines. Compile trend reports (velocity,
variant, LYBUNT, etc.) and other reports as requested.

Documentation and Training

Develop written training materials and maintain training manual.
Maintain departmental policies and procedures manual. Provide CRM
continuing education and training to employees. Recommend
additional training options for staff as needed.

Communications

Ensure that new acknowledgment and receipt templates are written
and are updated 1 – 3 times per year, as appropriate.
Acknowledgment honor/memorial contributions when known. Oversee the
timely production of pledge reminders.

Collaboration

Serve as departmental liaison to the Business Office in all
matters related to donations and gift processing. Serve as liaison
with Information Technology and instruct them on server related
tasks that need to be completed to update or maintain the CRM and
to update them on hardware needs of individuals utilizing
database.

Additional
Responsibilities: 

• Serve as compliance manager to ensure all gifts are processed
  in accordance to CASE recommended best practices and in accordance
  to IRS policies.
• Assists with meeting annual fundraising goals, monitoring
  department budgets related to advancement services, and the
  development of communications to constituents. 
• Ability to take broad direction and accomplish a range of
  action
• Attendance at Staff Meetings
• Other duties as assigned by supervisor

The preceding job description has been designed to indicate the
general nature and level of work performed by the Director of
Annual Giving & Alumni Relations. It is not designed to contain
or be interpreted as a comprehensive inventory of all duties,
responsibilities, and qualifications required of employees to this
job. The omission of specific statements of duties does not exclude
them from the position if the work is similar, related, or a
logical assignment to the position.

Reinhardt University is an Equal Opportunity Employer
(EOE/M/V/H/V). 

Reinhardt University is an equal opportunity institution. The
University respects the essential dignity of all individuals and is
committed to providing equal access to and support for education
and employment opportunities. Reinhardt does not discriminate in
any of its policies, programs, or activities on the basis of race,
color, age, culture, national origin, socioeconomic status,
veteran’s status, gender, sexual orientation, genetic information,
religious belief, physical (dis)ability, political
affiliation, or any other basis protected by federal,
state or local laws. All persons involved in the operations of
the University are prohibited from engaging in such
discrimination. Direct
inquiries regarding the equal opportunity and
non-discrimination policy to: Director of Human Resources,
Reinhardt University, 7300 Reinhardt Circle, Waleska, GA 30183,
770-720-9146.

Applications will be accepted until the position is filled.