Beginning Database Mgr Opening - Wisconsin - First review 9.14.20

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Ben Strand
Ben Strand
Fifth Anniversary Photogenic Connector Level 1 December 2023 Challenge: Season of Giving
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Full Listing here;  https://www.uww.edu/employment/university-staff/posting?listing=1949

 

Constituent Database Administrator - Philanthropy and Alumni Engagement - 16445

INTRODUCTION:


The Division of University Advancement at the University of Wisconsin – Whitewater seeks a Constituent Database Administrator (University Services Program Associate).


JOB DUTIES:


This position provides administrative and program support for the division of University Advancement and UW-Whitewater Foundation, Inc. under the supervision of the Director of Advancement Services and Chief Operating Officer (COO) and working with the Foundation CFO, Accountant, Donation and Matching Gift Coordinator, Annual Fund Manager, Philanthropy and Alumni Engagement staff, University Scholarship Coordinator and student employees for activities related to development, alumni, donor and public relations. Compensation commensurate with experience; starting at $18/hr and not to exceed $23/hr. 

35% A. Process charitable gifts and other financial transactions.

  1. Daily processing of donations and other financial transactions utilizing Raiser’s Edge (RE) and Financial Edge (FE) software.
  2. Daily posting of pledge payments and other donations to RE donor records by reconciling donations received to gift batch.
  3. Prepare bank deposit forms, fund and posting reports for COO and Foundation Accountant.
  4. Using FE, process miscellaneous cash receipts; prepare reports, postings and bank deposit forms for COO and Foundation Accountant.
  5. Enter and manage pledge payment schedules; generate monthly pledge reminders as requested by donors and supervise students in pledge reminder mailings.
  6. Maintain accurate constituent records for pledges, gifts and other financial transactions in RE.
  7. Maintain secure record of and create and process electronic funds transfer (EFT) and postings using First Citizen State Bank.
  8. Post online donations to donor records, forward reports to COO and Foundation Accountant.
  9. Process gifts-in-kind (GIK), create donor acknowledgement letters, maintain GIK documentation and donor correspondence, and prepare tax forms as appropriate.
  10. Process faculty/staff payroll deduction donations from monthly and bimonthly UW-System Payroll checks, post to donor records, maintain file of participants, file appropriate paperwork with UW-W Human Resources office to begin and end payroll deductions, prepare and mail annual payroll deduction donations letter to donors by Jan. 31 and assist faculty/staff with questions regarding payroll deduction.
  11. Assist Donation and Matching Gift Coordinator as needed with RE gift entry and records/database management.
  12. Work with and assist development staff and others that bring in money for deposit with their needs or questions.
  13. Prepare donation gift batches, prepare daily deposits, take deposits to bank or enter credit card transactions received by mail or in person into Elavon credit card processor when needed in absence of other staff members to maintain segregation of duties.
  14. Correspond by phone, e-mail or mail as needed with constituents in regards to donations and other concerns.
  15. Maintain confidential files of donor information and financial transactions following internal and external standards and regulations.
  16. Create, and update Foundation forms for financial transactions as needed (miscellaneous cash, pledge, payroll deduction and other forms).
20% B. In conjunction with COO, oversee the general maintenance and use of database including imports.
  1. Serve as back up to COO in assisting RE users with database access, questions and training.
  2. Responsible for coordination and implementation of database imports, such as graduate imports from Registrar.
  3. Perform Blackbaud data analytic enrichment service file creation and imports included as part of Blackbaud maintenance contract-NCOA, phone and e-mail append, etc.
  4. Assist in selection and import of various other services to improve data quality.
  5. Maintain RE data tables, appeals, and attributes and create new entries as needed.
  6. Oversee RE data entry, maintenance and integrity.
  7. Establish guidelines and procedures for data entry to maintain accuracy and consistency.
  8. Determination and assignment of data maintenance and/or cleanup by students and staff.
  9. Collaborate with fundraising team to understand data needs, track fundraising progress, analyze donor trends, and develop actionable insight.
  10. Provide technical support and training to team members to enhance end-user proficiency, including for annual giving, major individual giving, foundation and corporate fundraising, event management, and alumni engagement specifically with regard to fundraising and Raiser’s Edge data interaction.
15% C. Prepare reports and mail or other lists from RE weekly, monthly, annually or as needed for foundation, university staff, departments or student groups and publications.
  1. Create and maintain RE reports, queries and export functions to create proper or requested information for each user or publication.
  2. Develop and maintain forms and procedures for data requests by various constituencies.
  3. Run various queries, exports, and reports to generate data on donations and miscellaneous cash receipts to assist as needed in processing or providing gift information.
  4. Create and provide lists for various annual events and/or mailings such as Founder’s Day, Athletic Hall of Fame, donor receptions, alumni or other special events, partnership agreement mailings (such as Liberty Mutual) travel trips, etc.
  5. Create Whitewater and College of Business & Economics magazines mail lists, eNewsletter distribution list, foreign alumni mail list and other lists per publication schedules.
  6. Provide student organizations, faculty, departments and some outside constituents, data for various events, mailings, projects, surveys, or other needs per requests following Foundation/Alumni office guidelines on release of information.
15% D. Hire, Train, and Supervise Student Employees and Student Interns.
  1. Hire, schedule, train, supervise, and evaluate all Foundation student employees.
  2. Maintain student training procedures manual and confidentiality agreements.
  3. Provide supervision of and training on RE, Phonathon work, Nexis.com, mail delivery and distribution, answering phone, front desk reception duties, copier/printer and other office tasks.
  4. Provide Human Resources and Diversity with hiring paperwork; approve hours and correct entries when needed in student payroll system.
  5. Assign students specific responsibilities/projects based on qualifications such as Phonathon pledge batch entry, matching gift processing, researching for current contact information, updating RE record when constituent passes away, data entry, assisting with alumni and campus events.
10% E. Assist with Annual Fund and other campaigns.
  1. With Annual Fund Manager, assist in preparing data (mailing lists, calling lists, appeal codes, past appeal results, etc.) for Annual Loyalty Fund and other solicitation appeals.
  2. Create constituent data files from RE using RE query and export functions.
  3. Format credit card payment, pledge and unspecified pledge letters and obtain and coordinate updating of letters with respective deans for the spring, if needed.
  4. When Phonathon is operating, prepare pledge batches and mail merge for letters from the data produced after each calling session.
  5. When Phonathon is operating, prepare reports of output information for processing.
  6. Train and supervise student employees in processing data from solicitation appeals into RE records.
    1. Updates from demographic and other reports
    2. Finding contact information for constituents when existing information is out of date
    3. Preparing and mailing donation, pledge and unspecified pledge letters
5% F. Prepare, for Foundation President’s approval and signature, receipts and thank you/acknowledgment letters using RE queries and Word mail merge.
  1. Prepare receipts for all donations under $100.
  2. Prepare combined thank you letters and receipts for donations of $100 or more for Foundation President’s approval and signature.
QUALIFICATIONS:

Minimum Qualifications:
  • High School Diploma
  • Personnel management experience within a workplace
  • One year constituent relationship management (CRM) database experience
Desired Qualification:
  • Bachelor’s Degree
  • Two years’ experience with Blackbaud or other constituent relationship management database
  • Experience in database management, administration, data imports, exports and developing reports
  • Experience working for a nonprofit organization, knowledge of fund-raising principles, best practices and donor relations
  • Proficient in Microsoft Office Excel and Word
  • Excellent oral and written communication and interpersonal skills for impact, using tact and diplomacy (customer service skills)
  • Experience in recruiting, hiring, training and managing employees
  • Organized, detail oriented, ability to keep accurate records and follow up as needed
  • Ability to prioritize and perform multiple tasks simultaneously with minimal supervision
  • Ability to act in an entrepreneurial manner taking initiative, being responsive to new opportunities and create value in the face of obstacles
  • Experience with prospect research
Knowledge, Skills and Abilities:
  • Experience and comfort working with a database
  • Experience working with Microsoft Office-Excel and Word or other word processing and spreadsheet software
  • Effective written and oral communication skills
  • Effective problem-solving and decision-making skills
  • High degree of accuracy and attention to detail
  • Ability to maintain security and confidentiality
  • Ability to work cooperatively with a variety of people
  • Technical proficiency in database management and administration, database queries
  • Basic knowledge of accounting principles
  • Excellent recordkeeping and file management ability
  • Use of internet resources specific to related database work
  • Will be an active participant in following applicable safety rules and regulations including necessary training and drills
  • Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
CAMPUS INFORMATION:


Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.


The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:


The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).


Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).


Per UPS Operation Policy: TC1, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.


The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.


For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.


To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.

SPECIAL NOTES:


UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

CONDITIONS OF APPOINTMENT:


University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.


The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/


The University of Wisconsin–Whitewater has authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW–Whitewater policy and procedure.

TO ENSURE CONSIDERATION:


Applications received by September 14, 2020 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.


If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or hrstudent@uww.edu.


For questions regarding the position, please contact:


Brenda Stevens

Talent Acquisition Coordinator

Executive Assistant

262-472-1673
stevensb@uww.edu

HOW TO APPLY:


Only complete application packages will be considered. A complete application includes online submission of the following documents:
  • Resume/CV
  • Cover Letter/Letter of Interest
  • Three Professional/Supervisory References with contact information
This Job ID is 16445.
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