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Assistant Manager, Gift and Data Records

Embry-Riddle Aeronautical University
Florida, United States
Salary Not Specified
Posted date
Jul 23, 2021

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Position Type
Administrative, Business & Administrative Affairs, Computer Services & Information Technology, Other Business & Administrative Affairs, Technology Administration/Other, Development & Advancement, Alumni Affairs
Employment Type
Full Time
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Job Description

Embry-Riddle Aeronautical University is currently hiring an Assistant Manager, Gift and Data Records to join the Philanthropy and Alumni Data Services team. Reporting to the Manager of Gift Administration, the Assistant Manager of Gift and Data Records is responsible for entering, uploading, maintaining, or modifying records and data pertaining to philanthropy and alumni engagement. The Assistant Manager collects and evaluates potential data for updating, such as prospect management decisions, recognition program status, response to appeals and special events. This position monitors the use of donor data, adhering to University security protocols, and ensures database integrity. The Assistant Manager is also responsible for processing gifts and issuing donor receipts or acknowledgements as directed, tracks pledges, and assists in the processing of matching gifts. The Assistant Manager applies laws, regulations, and procedures as appropriate and supports system conversions or upgrades, data enhancement, and global changes as directed, through the validation of data and either existing or new processes. The Assistant Manager assists the Finance Office and auditors with their information needs.

The Assistant Manager is expected to complete their assigned duties with great attention to accuracy while nevertheless generating a very substantial throughput of updates.

Responsibilities include the following:

  • Using data services, systems, and sources, including; LexisNexis, the University student record system, online alumni community profile data, verifies the accuracy of information in our philanthropy and alumni engagement database and implement updates as required. Establishes and maintains central donor files, including hard copies. Scans items into the imaging database.
  • Processes contributions using philanthropy and database management software. Generates and audits batch transmittals of gifts.
  • Assists in the maintenance and streamlining of the database systems and its procedures, documents proposed SOPs (Standard Operating Procedures) and contributes meaningfully to identifying and implementing fresh opportunities for improvement in workflow.
  • Assist the University Finance offices by resolving coding and entry inquiries. Assist with the monthly reconciliations of gifts and sponsorship revenues.


At least three years of experience gift processing our accounting experience is required; Bachelor's degree is preferred.


  • Proper business correspondence
  • Proficiency in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Use of general office equipment and computer
  • Use of the internet as a productivity or research tool
  • Business and professional etiquette
  • Development and alumni relations best practices
  • Basic understanding of research


  • Excellent written and oral communication skills
  • Problem solving skills, emphasizing a solutions-oriented mentality
  • Excellent interpersonal skills
  • Excellent organizational skills and attention to detail
  • Strong analytical skills
  • Basic budgeting and cost-estimating
  • Customer relations skills
  • Comprehend, analyze, and synthesize prospect reports, maps, tables, graphs, and other technical information


  • Energetic and self-motivated, well-prepared, with routinely robust follow through.
  • Demonstrate strong character, emphasizing integrity, caring, and honesty, as well as loyalty to the institution.
  • Develop proficiency with University’s fundraising database/software
  • Maintain positive and respectful engagement with colleagues and clients
  • Effectively prioritize and manage multiple tasks simultaneously
  • Adaptable and resilient when confronted with challenges and changing priorities
  • Manage and meet deadlines
  • Adhere to divisional and university policies and procedures.
  • Compile expense reports
  • Plan and appropriately execute social engagement activities
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