Job Summary
The Data and Information Systems Specialist reports to the Director of Advancement Information Systems and is responsible for data collection, entry, management, analysis and reporting of information to support fundraising, alumni and parent relations, and donor stewardship efforts. As part of the Advancement Services team, the responsibilities of this job are central to the effectiveness of fund raising and alumni engagement efforts at Millsaps College.
This is a full-time position that works on-site in Jackson, MS with regular office hours from 8:00am – 4:30pm with a one-hour unpaid lunch break. Evening and weekend work is occasionally required to support major events and initiatives.
Job Duties
Data Specialist
- Accurately record and enter data into database and/or other management systems either through manual or electronic processes.
- Execute data acquisition projects.
- Monitor and maintain data integrity to ensure accuracy, completeness, and consistency of information.
- Conduct periodic audits and validation checks to identify and rectify gaps and discrepancies in data.
- Train and oversee student employees to assist with data entry projects, ensuring accuracy and timely delivery of updated information.
- Ensure compliance with relevant data protection and privacy regulations.
- Generate reports and assist with data transfers between digital platforms.
Gift Processing and Stewardship
- Process a minimum of $10 million in gifts, securities, in-kind gifts, deferred gifts and pledges annually
- Daily process gifts and pledges including those made by check, via online and other credit cards, electronic fund transfer, payroll deduction, etc.
- Ensure proper gift/pledge documentation is provided, scanned and digitally filed
- Collaborate with Advancement Staff and Business Office to develop fund accounts as needed
- Maintain accuracy of giving records for all donors
- Produce and distribute all gift receipts within 48 hours of gift being received
- Facilitate gift acknowledgment template process through Communications Module
- Produce daily gift reports and submit gifts to the Business Office for deposit. Work with the Business Office to resolve any discrepancies or data errors as quickly as possible
- Interact with donors as needed and assist them with questions regarding their gifts and / or pledges
- Produce and distribute regular pledge reminders in cooperation with fundraising staff
- Administer matching gift program including tracking, submitting, and filing forms
- Produce regular and ad hoc gift reports including but not limited to:
- Daily gift reports to Advancement staff
- Monthly gift reports to Advancement staff and designation reports to college departments
- Account reconciliations as needed
- Campaign updates as needed
- Maintain up-to-date knowledge of CASE (Council for Advancement and Support of Education) Management Reporting Standards, IRS substantiation regulations and FASB (Financial Accounting Standard Board) standards. Work closely with Advancement Staff to maintain proper procedures and ensure Millsaps is in compliance with standards.
- Develop and maintain gift processing operations and standards manual.
Qualifications
- Bachelor’s degree in a relevant field or an equivalent mix of education and experience
- One to two years’ experience working with data entry, auditing, analysis , and reporting
- Experience in or familiarity with fundraising, accounting, banking, finance and/or customer service if preferred
- Ability to learn new systems quickly
- Strong working knowledge of Microsoft Office, particularly Word and Excel
- Excellent written, oral, and interpersonal communication skills.
- Strong curiosity, problem solving, organizational and time management skills with ability to handle concurrent tasks which are time sensitive
- Proven accuracy and attention to detail
- Proven ability to exercise initiative and sound judgment
- Highly ethical with ability to maintain confidential information
- Ability to work independently and as part of a collaborative team
Physical & Availability Requirements
- Must be able to work on campus daily to receive and process gifts
- Prolonged periods sitting at a desk and working on a computer
- Manual dexterity needed for keyboarding and other repetitive tasks
- Must be able to lift and move up to 25 pounds without assistance
Application Procedure
Applicants should submit a current resume, and a letter of interest [email protected]. Please write “Data and Information Systems Specialist” in the subject line of the email.