Gift & Data Services Specialist

Gift & Data Services Specialist
Department:  Development & Alumni Relations Information Services
Date:  12/28/2012

Founded in 1813, Colby College in Waterville, Maine, is one of the nation's oldest and best independent liberal arts colleges, enrolling approximately 1,825 students. Colby is a national leader in research and project-based undergraduate learning, and the depth of student-faculty interaction and collaboration is unparalleled. Colby embraces and honors a 200 year tradition of fostering intellectual and personal growth with graduates emerging as conscientious, committed, courageous and inspired leaders ready to make a profound impact on their world. Colby is a national leader in environmental sustainability and education with award-winning campus greening initiatives and academic program. Colby invites applications for the position of:

Full-time, Fiscal-year 40 hours per week

The Gift and Data Services Specialist assists the Associate Director of Data Services and requires a comprehensive understanding of the overall responsibilities of data services and its role within D&ARIS. This includes gift processing policies and procedures, receipt/acknowledgment processes, the prospect management system, biographical maintenance, and other data maintenance related activities.

Advanced computer skills, including the use of various computer packages needed to create word processing documents, spreadsheets, timelines, and database reports will be extremely important and will frequently need to be upgraded.

• The Gift and Data Services Specialist performs a variety of general and specific office functions of a responsible and complex nature centering on activities of D&ARIS – including but not limited to entry of gifts and pledges, receipting, pledge reminders and biographical updates to the college’s database, the Raiser’s Edge. This requires an advanced knowledge of all Advancement Service functions and in areas of direct responsibility.
• D&ARIS is highly computerized. An intermediate knowledge and experience in the use of various complex computer systems and proficiency with a wide range of software will be especially important for the Gift and Data Services Specialist to function at the highest level of efficiency and effectiveness.
• The Gift and Data Services Specialist will be a primary point person for pledge, gift and biographical data transfers from other development programs and vendors (including but not limited to staff, Phonation programs, online Alumni communities, credit card vendors).
• This position will also be a point person for on-line, and hard copy searches using various sources of publicly available information, in the tracing of lost addresses and phone numbers, and in updating other biographical information.
• The position is responsible for scanning of the majority of gift data at the time of gift entry to ensure that documentation is available within the development database.
• The Gift and Data Services Specialist will need to review, and explain policies and procedures on all aspects of gift and pledge processing, coordinate daily workload related to gifts, pledges, and related information, and ensure the accuracy and promptness of data entry.
• The ability to handle confidential information and work with large sums of money in a high volume data processing environment is critical.
• The Gift and Data Services Specialist will also help develop, maintain, and update a dynamic list of policies, procedures, and regulations related to the use and maintenance of the College’s fund raising database, under the guidance of the Associate Director of Data Services. These policies will encompass the gift, pledge, biographical, and other related areas. Training manuals and documentation for fund raising systems support may also be developed and maintained.
• The Gift and Data Services Specialist must possess exemplary interpersonal skills, and be able to interact with staff and management throughout the College, in a prompt and professional manner,
• The Gift and Data Services Specialist must also be able to assist the Associate Director of Data Services to coordinate the functions of D&ARIS with other clerical and professional staff in the Office of College Development, and in other College departments. There may also be additional responsibilities as requested by the Associate Director of Data Services.

• The successful candidate for the Gift and Data Services Specialist for D&ARIS will have the equivalent of at least two years of data entry and professional office experience.
• Proficient in MS Office applications – Word and Excel specifically, internet searches and paper scanning.
• Equivalent or similar experience with relational databases.
• Equivalent experience in a customer relations role.
• Equivalent or similar experience in a business environment will also be considered.
• Ability to maintain confidential information related to the nature of the work.

• Computer literacy is highly important. Knowledge of a wide variety of software is of significant importance. Ability to perform advanced clerical work involving judgment, accuracy and speed with minimal supervision.
• Advanced understanding of office methods, procedures, practices, and bookkeeping or accounting knowledge. An understanding of the relationships of these policies and procedures to those of the College as a whole is critical.
• Ability to learn, understand, and apply a variety of complex policies and procedures with minimal guidance. The ability to share ideas and convey them in an efficient manner is mandatory, as is the ability to work with other departments on the Campus in the understanding and enacting of these policies and procedures.
• Ability to work with minimal guidance to identify appropriate applications of a wide variety of written policies and procedures.
• Ability to handle and ensure the accurate processing of gifts and pledges on a periodic basis, while ensuring that processing deadlines are met.
• A working knowledge of fundraising and stewardship is preferred. 
• Ability to handle various special projects on an ongoing basis while addressing daily needs for the office.

Position involves sitting, although frequent movement is necessary. Walking, standing, bending, and twisting are required. Computer usage involving repetitive hand/wrist motion is also necessary.

General office and campus environment. Duties require that employee interact with faculty, staff, alumni, students and outside vendors.

Interested candidates may apply electronically by clicking the "Apply
Now" button below or please submit your letter of application, resume
and the names and telephone numbers of three references to:

Gift & Data Specialist - Search Committee
Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855

Please do NOT submit duplicate application materials.

A review of applications will begin immediately and will continue until the position is filled.
Colby is a private, coeducational liberal arts college that admits students and makes employment decisions on the basis of the individual's qualifications to contribute to Colby's educational objectives and institutional needs. Colby College does not discriminate in its educational programs or employment on the basis of race, color, gender, sexual orientation, gender identity, disability, religion, national origin, age, marital status, genetic information, or military or veteran’s status. Colby is an equal opportunity employer and operates in accordance with federal and state laws regarding non-discrimination. Colby complies with Title IX, which prohibits discrimination on the basis of sex in an institution’s education programs and activities. Questions regarding Title IX may be referred to Colby’s Title IX coordinator or to the federal Office of Civil Rights. We encourage inquiries from candidates who will contribute to the cultural and ethnic diversity of our college.

For more information about the College, please visit our web site: