Category: Professional/Executive        Department: INSTITUTIONAL ADVANCEMENT Locations: WESTFIELD, MA Posted: Aug 17, 2021 Closes: Open Until Filled Type: Part-time Position ID: 135402 Share

About Westfield State University:

In 1839, Horace Mann founded Westfield State University as the first public higher education institution without barrier to race, gender or economic class. Westfield State University is committed to a policy of non-discrimination, equal opportunity, diversity and affirmative action. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people including minorities, women, veterans, individuals with disabilities and other protected persons, or individuals with diverse cultural backgrounds.

Westfield State is the most residential of the state universities in Massachusetts, with over 60% of our 5600 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Northampton and Amherst, and 1.5 hours from both Boston and Albany.

Job Description:

Campus Title: Senior Coordinator for Advancement Services & Reporting
State Job Title: Staff Assistant 
Department: Institutional Advancement 
Job Code: HA5600
FLSA Status:  Exempt 
Funding: 7115-0100
Bargaining Unit: APA
Job Type:  Part-time Permanent w/benefits 
Timeframe:  52 Weeks 
Shift: 22 hours per week, flexible schedule to be determined
Regular Days Off: Saturday and Sunday 
Supervision Received: Reports to Associate Director of Advancement Services
Supervision Exercised: None
Salary: $32,000.00-$35,000.00 (Salary commensurate with education and experience)

General Statement of Duties:
The Senior Coordinator for Advancement Services & Reporting assists with reporting, analysis, data visualizations, gift processing, data entry and data extraction. The role places a strong emphasis on ensuring the accuracy and integrity of the data. This position works closely with other Institutional Advancement staff in support of ongoing donor relation endeavors and the strategic success of the Institutional Advancement Division.
Duties and Responsibilities:
Duties include but not limited to:
Essential:

Reporting, Analysis and Data Visualization

• Use Raiser's Edge database queries, exports and reports to extract, analyze and report data.
• Create custom Raiser's Edge queries, exports and reports as needed.
• Create and/or maintain scheduled reporting, including but not limited to: quarterly dashboard, weekly gift report, appeals report, and pledge reminders.
• Troubleshoot errors with reports, queries, and exports.
• Respond to requests for data visualizations.

 Gift Processing

• Provide support and back up for gift processing staff. Assisting with gift entry, pledges, pledge payments (online, credit card, check, wire, cash, payroll deduction, stock, and matching gifts) in an accurate and timely manner and ensuring that donations are promptly acknowledged.
• Review and commit daily gift batches.
• Assist with creating policies & procedures for gift entry and gift processing.
• Generates and executes pledge reminders for both the annual fund and multi-year, major gift pledges.

 Data Entry & Extraction

• Assist in maintaining and updating constituent records in The Raiser's Edge database, ensuring accuracy and integrity of the data within each record, and following data entry protocols.
• Manage data import processes, including, but not limited to: new student, parent, and graduating class data.  Requires focus, precision, and accuracy.
• Responsible for maintaining the data coordination between Raiser's Edge, FinalSite and ThankView. Ensuring that the data in our external facing alumni communication platforms and our internal alumni database are in sync.
• Pulling data from the database for internal use including, but not limited to: phone lists, mail lists, e-mail lists, review lists, event attendee lists, and other lists as needed/requested.
• Prepares annual donor list for online publication.

 Other

• Participate in solving logistical issues through collaboration with multiple colleagues to meet goals and priorities of the University and the Institutional Advancement Division.
• Ability to manage multiple complimenting and contradictory projects, ensuring that all are completed in a timely, accurate, and consistent manner.
• Assist in leading Lunch & Learn sessions to train Institutional Advancement staff on various aspects of using the database, Excel skills, and various technology platforms as needed.
• Other duties as assigned

Requirements:

Required Qualifications 

• Bachelor's degree
• 3-5 years of experience in advancement in an educational setting, higher education experience a plus.
• Proficient in Raiser's Edge; bCRE or bCRE-PRO certification a plus.
• Proficient with data imports/exports and querying tools.
• Proficiency with Microsoft Office Suite.
• Intermediate to advanced skill level in Microsoft Excel
• Experience developing dashboards, data visualizations and reports for various internal and external audiences including board members and donors.
• Detail oriented, highly organized, with strong analytical and planning skills.
• Strong ability to handle multiple tasks, identify priorities and work within deadlines.
• Ability to work independently as well as collaborate with teams of people at all levels of the institution.
• Demonstrates excellent professional judgment and initiative and discretion in handling confidential materials.
• Embraces change, is a positive thinker in the face of challenges with a commitment to continuous improvement

Additional Information:

Salary:
For the majority of new employees, the minimum starting salary will apply. Specific salary for current Westfield State University employees and individuals currently working for the state of Massachusetts must be calculated individually in accordance with collective bargaining and state policies and procedures.

State job specifications for this position may be found at the department of higher education website: http://www.mass.edu/foremployees/classificationspecs/classspecs-pers.asp

Disability Accommodations:
Westfield State University understands that persons with disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance regarding disability accommodations, please contact the Office of Human Resources at (413) 572-8106.

Background Check:
Employment at Westfield State University is contingent upon a background check that is satisfactory to the University. Failure to provide written authorization for a background check will nullify the offer of employment.

Application Instructions:

An on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents: 

• Resume
• Cover Letter
• Contact information for three references *
• Copy of unofficial transcript of highest degree

* Provide the contact information for reference providers in the reference section of the online application. 

Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists have been selected. 

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.
Westfield State University provides equal access to employment opportunities for all applicants, regardless of race, color, creed, religion, national origin, gender, sexual orientation, gender identity, gender expression, genetic information, marital status, age, disability or veteran status in compliance with all applicable laws, regulations and policies.