Advancement Systems Specialist

The anticipated start date for this position is January 20, 2025.Summary of PositionThe Advancement Systems Specialist supports the Institutional Advancement team by maintaining constituent relationships and supporting the university’s fundraising goals by performing a variety of complex duties associated with highly confidential data entry and management. The person in this role accurately records all donations in the fundraising database, maintains and updates donor records, and ensures compliance with legal and organizational standards. They are also responsible for generating acknowledgment letters and tax receipts for donors, preparing detailed daily reports on donor activities for administrative accounting, and collaborating with various internal teams to support fundraising efforts. Additionally, the role involves identifying process improvements to enhance the efficiency and accuracy of gift processing.Primary ResponsibilitiesAccurately enter all donations into the university’s fundraising database, ensuring all details, such as donor information, gift amounts, and designations, are correctly and efficiently captured.Manage recurring gifts, pledge reminders, and tracking details about Augsburg-owned insurance policies.Scan, file, and maintain files of gift documentation, signed agreements, and correspondence from constituents. Proof scanning and filing completed by student workers.Maintain and update donor records, including changes in contact information, donor preferences, and other relevant data.Support events that involve charitable giving or alumni participation is tracked in our office by adding and maintaining registrants in events, sending simple RSVP reports, and working at IA events like homecoming.Ensure data accuracy by using queries and exports to check work weekly.Generate and send tax receipts to donors for their contributions, complying with legal and organizational requirements.Prepare and send acknowledgment letters or emails to donors, ensuring timely and accurate communication.Generate reports on donations and donor activities for use by administrative accounting, the advancement team, senior management, and other stakeholders. This may include daily, weekly, or monthly reports detailing the volume and nature of gifts received.Ensure all gift entry processes comply with legal requirements, including those related to charitable giving, data privacy, and financial regulations.Maintain thorough documentation of all transactions and communications related to donations, including recording interactions on the constituent’s record in the database and other donor correspondence (ex. signed gift and fund agreements).Work closely with other departments within Institutional Advancement, such as Major Gifts, Annual Giving, and Alumni Relations, to support coordinated fundraising efforts.Occasionally interact with donors or external vendors, providing support and information as needed.Identify and implement improvements in gift processing procedures to enhance efficiency and accuracy.Be available to answer questions for members of our division, campus partners, and our supporters about Institutional Advancement events, how to make a gift, and giving history. Other duties as apparent or assigned by supervisor(s).Work Environment and Physical DemandsTypical work environment is an office. Sedentary work for long periods of time.Regular computer and phone use.Occasional work on evenings or weekends for events is expected.Optional hybrid work schedule: in-office four (4) days per week and remote work one (1) day per week.