Job Details

Advancement Services Assistant (Berkeley, CA)

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Berkeley

Basic Function:
Under the direction and supervision of the Executive Director of Advancement Services the Advancement Services Assistant assumes two primary roles: (1) Augments gift, biographical, relationship, and ancillary data entry support, along with general database maintenance, and reporting for California Lutheran University (CLU) Advancement Services and Pacific Lutheran Theological Seminary (PLTS) Office of Seminary Relations (OSR); (2) Provides clerical support for PLTS-OSR.

Representative Duties:
Collect and process daily donations to CLU, KCLU and PLTS into the Raisers Edge database; balance gift accounts with Advancement Services staff, PLTS Business Office, and CLU Business Office. E
Quickly and accurately manage gift analysis, processing, and entry of daily gift batches into the Raisers Edge application. Adhere to University Advancements two-day turnaround receipting/acknowledgement policy. E
Analyze gift sources to determine appropriate campaigns, funds, appeals for each gift to be processed; work in collaboration with and notify appropriate calling officer to write acknowledgment letter. E
Prepare and produce various reports pertaining to the gift entry process including departmental Batch Commit Control Report (BCCR), Gift Batch Validation Report, Transmittal for Deposit, and monthly gift reconciliation reports. E
Advocate, support, and demonstrate confidentiality, integrity, security, and adherence to appropriate department and University guidelines when using the Raisers Edge and Research Point applications, as well as any other application, file management system, or network owned and/or managed by the University. E
Quickly, accurately and appropriately add or change biographical, gift, and prospect management information in the database as needed. E
Produce PLTS donor receipts and acknowledgements. E
Execute application queries, exports, and reports as assigned. E
Learn and remain abreast of University Advancement and OSR initiatives and strategic objectives. E
Maintain familiarity with University gift acceptance policies, as well as significant aspects of Advancement Services Policy and Procedures to ensure compliance. E
Assist in the data output for PLTS direct mail projects, mail merges, general announcements, and donation appeals. E
Serve as lead staff member for PLTS-specific constituent biographical and gift information, synodical and congregational relationships, funds, appeals, events, and ancillary information. E
Assist Advancement Services with implementing database policies, departmental and team procedures, and coding for the system. E
Allow for Skype or other real-time video sessions, in addition to screen-sharing software for real-time desktop access as determined useful by Advancement Services senior staff or management to troubleshoot, assist with job duties, or engage in video conferencing. E
Train and assist PLTS staff on the use of Raisers Edge as needed. E
Communicate network and/or application problems with Advancement Services management or appropriate CLU technical staff as they arise. E
Assist and prepare CLU main campus Advancement Services staff with OSR-specific information to provide adequate coverage of OSR data entry duties during expected absences. E
Perform various clerical duties for OSR including: filing, recordkeeping, answering/screening/forwarding phone calls, messaging, welcoming and directing visitors, document copying and faxing. E
Assist the Director of Seminary Relations in the final editing and completion of documents, presentations, and spreadsheets from a variety of sources. E
Assist in the planning and execution of programs and events for OSR. E
Supervise and train OSR student workers. E
Occasionally travel between PLTS and CLU as needed.
Perform other related duties as assigned.

Knowledge Of:
Basic computer skills and proficiency with Microsoft Office suite in a professional networked environment
Relational databases; fundraising database applications
Accounting principles and techniques
Fundraising fundamentals
Basic operation of office machines such as fax, phones, printers, copiers, calculators, 10-key adding machines
Basic computer programming or application querying using logical operands
Effective training methods
Microsoft Office Word, Excel
Public relations and customer service techniques
Professional interpersonal skills of the modern-day workplace using tact, patience, courtesy; and with appropriate sensitivities to people of various orientations.

Ability To:
Advocate, support, and demonstrate confidentiality, integrity, security, and adherence to appropriate department and University guidelines when accessing data, software applications, file management systems, or networks owned and/or managed by the University
Learn and adapt quickly to given policies, procedures, and tasks
Demonstrate sound judgment in determining when it is best to work independently, request assistance, or advocate for teamwork
Search out best practices for unprecedented tasks and new challenges
Perform administrative support and clerical duties
Use commonplace office equipment such as copier, fax, scanner, printer, multi-line phone
Quickly and meticulously analyze and enter data into a computer application; understand the expected behavior of computer applications in a client-server networked environment
Speak and write in English proficiently and clearly to communicate effectively both orally and in writing
Maintain focus, accuracy, speed, and high attention to detail in performing repetitive duties
Learn complex data entry and procedures quickly
Maintain comprehensive and well-organized electronic and paper files
Write simple queries against a relational database
Work well with periodic heavy workloads and deadlines
Maintain confidentiality of information
Work independently with limited supervision, as well as collaboratively with co-workers and/or increased supervision at any time.
Use critical thinking and logic to make decisions within the scope of assigned responsibilities
Offer relevant and insightful recommendations for system improvement
Prioritize and handle multiple simultaneous assignments with differing deadlines
Adapt well to changing priorities
Work effectively with some interruptions
Establish and maintain friendly, cooperative and effective working relationships with others
Work overtime, during weekends, and holiday periods as requested
Effectively train others
Complete assigned tasks on time
Appropriately greet and assist office visitors when necessary.

Minimum Qualifications:
Any combination equivalent to high school and four (4) years combined data entry and office clerical experience or Associates degree with a curriculum which included courses in accounting, business, computer science and/or information systems and two (2) years combined data entry and office clerical experience.

Preferred Qualifications:
Experience with Blackbauds Raisers Edge Raisers Edge; knowledge of fundraising principles and/or fundraising database applications, especially in a collegiate or theological seminary environment

Licenses and Other Requirements:
None

Physical Abilities:
Manual dexterity of hands and fingers to enter data into computer and to operate office equipment; speaking to exchange information and make presentations; sitting or standing for extended periods of time; pushing, pulling or lifting light objects; bending and reaching to store and/or retrieve files; walking across a small campus, including walking up and down hills.

Working Environment:
Indoor office environment with interruptions; may require some travel as necessary.

Posting Number: Staff000552018
Number of Vacancies: 1
Desired Start Date: 07/16/2018
Position End Date:
Open Date: 06/15/2018
Close Date: 7/1/2018
Open Until Filled: No

Application Procedure/Special Instructions:


To apply, visit https://careers.callutheran.edu/postings/4484

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and Universitys policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.





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