Working Title: Gift Processor / Database Specialist

State Role Title: Financial Services Spec I

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

College/Division: Advancement Information Services

Department: 100496 - Adv Gifts and Records

Pay Rate: Maximum Starting

Specify Range or Amount: $46,331

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? N/A

Beginning Review Date: 10/11/2024

About JMU:

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

The Gift Processor / Database Specialist plays a crucial role in maintaining the integrity of donor data and ensuring accurate financial transactions within the university’s database systems. This position supports the advancement team by processing charitable gifts, preparing reports, and conducting data analysis to enhance donor engagement and facilitate strategic decision-making. The role is key to optimizing data accuracy, mitigating risks, and ensuring compliance with accounting standards, institutional policies, and regulatory requirements. Additionally, the position will manage workflows between Advancement Gifts & Records and other departments, ensuring data integrity across the institution.

Duties and Responsibilities:

1. Gift Processing & Data Management (45%):

• Analyze, process, and record complex charitable gifts and pledges, ensuring compliance with financial regulations.
• Process and record various gift types including, but not limited to, check, cash, credit card, stock, bond, mutual funds, gift-in-kind, ACH, etc. and record into Advance (current) / Affinaquest (spring 2025) daily.
  
  • Assure proper donor credit is given to the legal donor, appeal codes, gift designation and dates are all accurate.
  • Maintains proper and accurate electronic files.
  • Ensure timely processing of gifts, with 95% processed within two business days.
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• Conduct data validation and reconciliation audits, maintaining less than a 5% error rate.
• Perform monthly internal audits and collaborate with the JMU Foundation and Development Officers.
• Manage daily deposits and Foundation reporting.
• Document policies and procedures, including business rules for gift processing and data management.

2. Customer Service & Donor Relations (15%):

• Serve as the point of contact for donor inquiries related to gifts and constituent records.
• Provide tax receipts and acknowledgment letters within 5 days of gift processing.
• Address donor concerns, ensuring confidentiality and security of donor data.

3. Financial Reporting & Compliance (25%):

• Generate financial and operational reports on gift activity, donor history, and revenue.
• Ensure 100% compliance with financial regulations (GAAP, FASB, IRS) and university policies.
• Collaborate with team members to resolve discrepancies and ensure audit-ready data.

4. Data Management (20%):

• Maintain a database of over 350,000 entities, ensuring data accuracy and compliance.
  
  • Work collaboratively with Advancement Business Applications team to ensure database processes and data acquisitions/updates are streamlined and aligned.
• Respond to internal and external constituent queries within 48-72 hours.
• Perform data quality audits, using advanced research techniques and tools to enhance accuracy.

5. Cross-Departmental Support (15%):

• Provide comprehensive support across Advancement Gifts & Records functions during staff absences or peak periods.
• Manage multiple tasks simultaneously, ensuring smooth operations and minimal disruption during high-demand times.

Qualifications:

Required:

• Experience in data or gift entry within a similar environment.
• Proficiency in CRM systems (e.g., Ellucian Advance, Affinaquest).
• Strong analytical, data management, and reporting skills.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office and Adobe products.
• Ability to work both independently and in a team environment.
• Valid driver’s license.
• Some holiday hours required during peak periods.

Conditions of Employment:  

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.