Gift and Constituent Records Specialist
Full or Part Time
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
- 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
- Participates in system testing as needed. Participates on data
teams, committees, and taskforces as requested. Performs other
duties as assigned.
- Bachelor’s degree or equivalent combination of education and
- 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
- Knowledge of basic data relationships and data input and
- Knowledge of basic arithmetic computations including addition,
subtraction, multiplication, division, fractions, and
- Knowledge of Microsoft Office Tools, particularly Word, Excel,
- Ability to prepare clear and concise correspondence and
- 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
- Ability to work and communicate effectively and respectfully
with all staff levels within and outside University
- Ability to maintain the highest level of confidentiality
- Commitment to an inclusive and collaborative work
- Commitment to excellence in customer service
Special Instructions to Applicants
- Experience in bookkeeping, general ledger, or financial
- General understanding of policies, procedures, and regulations
related to donor and gift processing, recording, and reporting
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
Required fields are indicated with an asterisk (*).
- Cover Letter