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Advancement Services Specialist

University of the Pacific
California, United States
Salary Not specified
Date posted
Mar 14, 2024

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Job Details

Advancement Services Specialist

Primary Purpose:
The Advancement Services Specialist performs a wide range of administrative functions involved in gift processing, constituent record management, and reporting. This position serves as a key member of Advancement Services team ensuring the accurate collection, storage, and retrieval of donor information.

Essential Functions:
  • Processes gifts to the university (money, credit/debit cards, ACH electronic payments, securities, pledges, and in-kind materials) including accurate posting of all pledges and gifts to donor records.
  • Maintains accuracy and integrity of constituent records to include biographical updates and gift information while adhering to data entry standards.
  • Creates, executes, and validates reports to ensure data integrity and accuracy of constituent records.
  • Researches constituent records to support Prospect Management in developing constituent profiles.
  • Maintains and updates procedures, processes, and training materials under the direction of Advancement Services management.
  • Ensures data is accurately stored in university data systems and electronic files and adheres to national, state, and university privacy standards and information security policies.
  • Works with the Executive Director of Advancement Services to produce gift receipts and acknowledgements.
  • Works with financial reporting to reconcile fundraising totals and financial deposits.
  • Establishes and maintains effective relationships with those who contact Advancement Services.
  • Completes regularly scheduled data validation and hygiene routines to ensure data integrity.
  • Manages, records, routes and stores gift documentation as needed.
  • Performs other duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications:
  • Forty-eight (48) units of completed post high school education coursework. Two (2) years of full-time experience in the same or similar position is equal to one (1) year of completed post-high school education coursework.
  • One (1) year of full-time working experience.

Preferred Qualifications:
  • AA degree.
  • Bachelor’s degree.
  • Experience in donor research, financial reconciliation, data validation, and reporting.
  • Relevant work experience in a fast-paced data processing role.
  • Background in gift processing or non-profit accounting procedures and IRS regulations.
  • Experience working with a database or integrated enterprise business platform and ensuring data integrity.
  • Ability to follow detailed procedures for processing and/or updating constituent and financial data with a high level of accuracy.
  • Demonstrated understanding of laws and regulations related to philanthropic gift standards.
  • Ability to anticipate problems and suggest necessary action to eliminate or mitigate potential negative effects.
  • Resourcefulness in finding appropriate solutions to problems and demonstrated initiative in presenting alternatives and implementing solutions to ensure effective change.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work performed in typical office environment. Duties require constant sitting and repetitive motion while using computer keyboard and phone. Frequent walking, standing and simple grasping. Occasional climbing stairs, walking across campus, stooping and reaching. Constant communication using both spoken and written means. May be required to lift up to 25 lbs.

Work Environment/Work Week/Travel:
Work is frequently performed in a standard office environment with use of computer and phone. Work performed during standard business hours. Must be prepared to occasionally work non-business hours and/or weekends.

Hiring Range: $23.00 - $25.94 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.



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