Job Description

Summary of Position

The 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 Responsibilities

• Accurately 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 Demands

• Typical 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.

Qualifications

The ideal candidate is a person who can meticulously track a wide array of details, and manage overlapping projects with various timelines while staying on top of daily deadlines. This position in the office four (4) days per week and one (1) day hybrid if desired.

Minimum Qualifications

• Bachelors degree.
• Two (2) years of relevant professional experience.
• Experience working with databases and performing data entry.
• Knowledge of Raiser’s Edge software.
• Highly proficient with Microsoft Office Suite (Word, Excel, and PowerPoint).
• Proficient in Google Suite (Mail, Calendar, Drive, and Docs).

Preferred Qualifications

• Administrative experience in fundraising, data entry, sales support, customer service, or similar work.
• Professional experience in a higher education setting.

Knowledge, Skills, Abilities

• Ability to work effectively in a diverse work environment.
• Outstanding organizational skills, accuracy, and attention to detail.
• Collaborative style with the ability to work independently or with little supervision.
• Proactive self-starter and proven ability in taking initiative.
• Ability to successfully prioritize and manage multiple projects with differing timelines.
• Ability to lead and teach others.
• Committed to maintaining strict confidentiality.

Additional Information

Benefits at Augsburg

Augsburg University offers a competitive and comprehensive total rewards program including:

• Medical, dental and vision coverage

• A generous 403(b) matching program with an employer contributions of up to 8% upon eligibility

• Up to 100% tuition remission for employees, spouses and dependents, and participation in the Tuition Exchange program with colleges and universities throughout the US

• Generous paid time-off, including 14 paid holidays, 12 sick days, 2 community service days, and vacation of up to 22 days per year immediately upon hire

• Employer-paid STD, LTD and life insurance

• Employee Assistance Program (EAP) for all employees

Equal Opportunity and Affirmative Action Statement

Augsburg is an equal opportunity employer and does not discriminate on the basis of gender, sexual orientation, marital status, gender identity, race, age, disability, religion, national origin, color, or any other protected class.

Augsburg University is committed to providing equal employment opportunity to all applicants and employees regardless of their race, color, creed, religion, gender, age, national origin, familial status, disability, veteran status, sexual orientation, gender identity, gender expression, marital status or public assistance status, or any other characteristic protected by federal, state, or local law.

If you need a reasonable accommodation to complete our application process, please contact our Human Resources Department at phone number: 612-330-1058 or email: hr@augsburg.edu.