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Gift and Constituent Records Specialist

Chapman University
California, United States
Salary Not Specified
Posted Date
Sep 12, 2022

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Position Type
Administrative, Business & Administrative Affairs, Computer Services & Information Technology, Other Business & Administrative Affairs, Financial Affairs, Development & Advancement, Human Resources Administration
Employment Type
Full Time
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Posting Details

Position Information

Position Title

Gift and Constituent Records Specialist

Position Type


Job Number


Full or Part Time

Full Time

Employee Status


Posting Date


Position Summary Information

Job Description Summary

The Gift and Constituent Records Specialist is primarily responsible for all data entry related to constituent records in the University Advancement database of record for Chapman University, which includes the creation of new records, update of existing records, and execution of other related data integrity processes. The Specialist also provides support as needed for gift processing to help ensure timely recording, receipting, accounting, and reporting of philanthropic gifts to the University.

  • Reviews and processes ongoing requests for new constituent records and updates to existing records in response to information received through case requests from members of University Advancement and the Chapman campus community, web update forms, returned mail, and other sources. Works with the Manager of Gift and Constituent Records to prioritize all requests appropriately.
  • Maintains a strong customer service focus through clear and timely communication regarding the status of requests from receipt through closure. Closely adheres to relevant departmental performance metrics as well as all policies related to data privacy and the confidentiality of information managed.
  • Performs gift accounting tasks as assigned for special projects and to provide additional coverage for the department during periods of high volume or absence by the Manager of Gift and Constituent Records.
  • Participates in system testing as needed. Participates on data teams, committees, and taskforces as requested. Performs other duties as assigned.
Required Qualifications
  • Bachelor’s degree or equivalent combination of education and experience
  • Experience in a data entry environment, preferably in an educational or nonprofit setting
  • Experience in gathering and reporting data, reasoning logically, drawing valid conclusions and making effective recommendations
  • Knowledge of basic data relationships and data input and reporting methods
  • Knowledge of basic arithmetic computations including addition, subtraction, multiplication, division, fractions, and percentages
  • Knowledge of Microsoft Office Tools, particularly Word, Excel, and Outlook
  • Ability to prepare clear and concise correspondence and application documentation
  • Ability to use standard office equipment: telephone, copier, fax, PC, computer printers, etc.
  • Ability to work independently, take initiative, and exercise independent discretion and judgment on matters of significance when needed
  • Ability to work and communicate effectively and respectfully with all staff levels within and outside University Advancement
  • Ability to maintain the highest level of confidentiality
  • Commitment to an inclusive and collaborative work environment
  • Commitment to excellence in customer service
Desired Qualifications
  • Experience in bookkeeping, general ledger, or financial recording
  • General understanding of policies, procedures, and regulations related to donor and gift processing, recording, and reporting
Special Instructions to Applicants

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References


Maximum Number of References


Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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