Gift and Data Management Specialist

Position Details

Posting Summary

Position Title Gift and Data Management Specialist Overview

St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, masters, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and masters and doctoral programs in business, nursing, education, pharmacy, and public health. The Universitys residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background.

The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, Teach Me Goodness, Discipline, and Knowledge. We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acresa beautiful setting for a warm, friendly campus community.

Job Responsibilities

Gift Processing

• Receive, deposit, and process daily donations received via mail, online, wire transfer, stock, etc.
• Keep gift funds secured and stay up to date on PCI compliant best practices.
• Update and maintain the records in the Advancement CRM with applicable information
• Reconcile posted gift sessions with Finance, comparing charitable contributions entered with deposit records.
• Work closely with Donor Engagement to send acknowledgment letters and gift receipts
• Scan and index all gift documentation, acknowledgement and gift receipts to donor records into the Advancement CRM
• Process all pledges received via development officers, etc.
• Support high-volume gift entry campaigns such as Giving Day, Giving Tuesday, calendar year-end, fiscal year-end, and other mini-campaigns that take place.
• Participate in and implement internal control best practices when it comes to the handling of gift monies such as separation of duties, accountability, security of assets, and review and reconciliation.
• Act as reviewer for gift sessions other Advancement Services staff entered to ensure accountability, accuracy, and proper backup documentation.

Data Management

• Help ensure accuracy, completeness, and timeliness of information maintained on alumni, donors, prospects, students, parents, employees and friends in support of Institutional Advancement initiatives.
• Create and maintain constituent records and designation records in the Advancement CRM; make necessary updates within the Advancement CRM at the request of colleagues within Advancement as well as updates received directly from constituents
• Working closely with the entire Advancement Services team, identify and correct data inconsistencies and inform data entry policies and procedures in an effort to continuously improve overall data quality.
• Perform other related duties as assigned.

Education / Experience

Associates degree or a minimum of three years relevant experience in gift processing and records management or equivalent combination of training and experience are required.

Experience working in a higher education or similar non-profit setting; familiarity with CRM Advance, Technolutions Slate for Advancement, or a similar advancement and alumni CRM are preferred.

Competencies / Skills

• Ability to take initiative and independently prioritize and execute gift processing and data maintenance tasks.
• Must manage multiple priorities and tasks at once and possess excellent organizational and time management skills, a high level of accuracy, and meticulous attention to detail.
• Must be able to provide a high level of professionalism and customer service ability to engage with and assist University donors.
• Strong interpersonal skills ability to work collaboratively as a team and optimize partnerships within Advancement and across campus with partners such as Development, Donor Engagement, Alumni & Constituent Engagement, the Business office (finance, payroll, etc.), and the Office of Information Technology as needed.
• Must be proficient in Microsoft Office software, especially Excel
• Must have a working knowledge of complex database software/CRM databases such as Ellucian CRM Advance or Technolutions Slate for Advancement.
• Ability to develop, understand, and follow policies and procedures.
• Demonstrated problem-solving skills to identify and help address data issues, gaps or needs.
• Knowledge of Advancement industry best practices and reporting standards, such as CASE Reporting Standards and Management Guidelines as well as Internal Revenue Service rules and regulations on charitable contributions.
• Excellent verbal and written communication skills.
• Ability to manage sensitive information with discretion and confidentiality

Physical Demands

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Normal sitting, standing, and walking throughout the course of the day.
• Periods of extended computer usage.

Supervision of Employees

N/A

Work Environment

Well-lighted, well-ventilated, pleasant work area.

Equipment to be Used

Ellucian CRM Advance, an alumni, constituent, and fundraising management software system built on the Microsoft Dynamics platform. (Migrating to Technolutions Slate for Advancement in 2027.)

Personal Computer with MS Office Suite (Excel, Word, Outlook, PowerPoint, Access) Banner Finance and Banner Document Management

Online donation software (i.e. GiveCampus, etc.)

Routine Office Equipment: Printer, Scanner, Copier, Telephone

Job Type Full-time Work Hours

35 hours per week, 12 month position

Special Conditions for Eligibility Minimum Number of References Requested 3 EEO Statement

It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.

The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.

The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone (585-385-8232), email (titleix@sjfc.edutitleix@sjfc.edu>), in-person in Campus Center 209, or outside of business hours by contacting the Office of Safety and Security (585-385-8111).

Work Location 3690 East Ave., Rochester, NY 14618 FLSA Non-Exempt Salary / Hourly Range $18.00 - $21.00 per hour Notes

The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the Universitys competitive Total Rewards package which can be viewed here

Posting Detail Information

Posting Number S00791P Desired Start Date 06/01/2026 Open Date Open Until Filled Yes Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents