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Data & Gift Entry Specialist (PA, Bethlehem)

Job Details

SUPERVISION RECEIVED: Works under the direction of the Associate Director, Data Management & Reporting.


POSITION SUMMARY: The Data & Gift Entry Specialist is responsible for maintaining and ensuring the integrity and security of one or more databases and supporting the department's development, engagement, and stewardship efforts. This position works across the team to improve data processing, segmentation, and reporting to inform and guide work and maximize resources. This position also provides general administrative support to support the engagement and stewardship efforts of the department.


Gift Processing and Acknowledgment
  • Enters gifts in a timely and accurate fashion to adhere to the University’s 48-hour turnaround receipting/acknowledgment policy. Produces gift receipts for all gifts received in a timely and accurate fashion.
  • Validates daily gift batches, prepares deposits, and reconciles gifts with the business office general ledger and cashier's office. Shares daily gift reports to various departments across campus.
  • Produces acknowledgment letters and ensures letters are linked to the appropriate records.
  • Manages all coding and updating related to phonathon.
Data Management, Integrity & Reporting
  • Adds and updates all biographical data, including alumni email updates, recent graduates, and current and past parents.
  • Adds new and/or updates existing constituent records in the database related to gift processing, analyzes information, and populates all appropriate data fields where information is available.
  • Ensures data quality is clean and current. Runs a process to update information, including address updates, integration of screening results, and employment updates.
  • Assists with verifying input data to ensure accuracy; scans/edits for errors during processing.
  • Supports, guides, and processes user requests for database mailing lists and regular and special reports. Establishes/maintains a comprehensive inventory of report formats, interfaces, and report menus. Maintains documentation of reports and updates as necessary.
  • Monitors, tracks, and audits data for inconsistencies and errors and develops processes to identify and remedy data inconsistencies.
  • Works with campus partners to properly code student activity involvement and event/volunteer attendance and participation.
  • Manages weekly alumni update email process, including sending emails, responding to emails, and updating biographical information. Assists the department with locating lost alumni, updating records, and preparing 'welcome' packets.
  • Uses Excel to generate data reports that utilize formulas and pivot tables to create data summaries.
Administrative Support
  • Assists the department with all internal and external mailings, including mail merges, printing, and stuffing.
  • Assists the department in various activities throughout the year by preparing for specialized events by addressing invitations, tracking respondents, and preparing nametags.
  • Ensure accurate documentation and tracking of all naming opportunities across campus, including ordering plaques and memorials.
  • Organize, coordinate, and maintain the integrity of hardcopy and digital filing systems.
  • Answers D&AE main phone line as necessary.
  • Perform other job-related duties as the Assistant Vice President, Development Operations, or Vice President for Development & Alumni Engagement may be assigned.
Professional Development
  • Actively participates in professional development and brings knowledge and training to the department to improve functions and outcomes.
  • High school diploma or equivalent.
  • Minimum 2-3 years experience involving basic accounting knowledge and a high degree of data entry skills.
  • Ability to learn and adapt quickly to new software. A high level of proficiency with Microsoft Office Suite is required (especially Excel and Word). Familiarity with and ability to navigate web-based email and calendar systems. Ability to manage the use, storage, and input of data in a computerized management information system in conjunction with effective and appropriate paper file maintenance in compliance with University policy and applicable laws related to data storage, donor privacy, and other guidelines.
  • Must be detail-oriented and demonstrate the ability to be accurate and timely.
  • Possess strong organizational and time management skills. Excellent proofreading, spelling, interpersonal, verbal, and written communication skills.
  • Must be able to maintain the highest standards of integrity and confidentiality.
TO APPLY: Qualified candidates should attach their cover letter and resume to their online application by clicking 'Apply Now'. Please attach documents as a PDF file.

At Moravian University, we are committed to our mission to prepare individuals for reflective lives and leadership in a world of change. To achieve these ideals, we are dedicated to fostering an educational and professional environment that is enriched by individuals of different backgrounds, experiences, and perspectives.

Job candidates and prospective members of our community are expected to engage, communicate, and collaborate across diverse cultural, social, and academic backgrounds. Additionally, faculty and staff should demonstrate the ability to adapt andragogical or professional methods to the lived experiences and cultural backgrounds of students and colleagues.

Link to our DEI Action Plan:

Deep respect for others is fundamental to the Moravian University community. Moravian University does not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of actual or perceived race, ethnicity, color, sex, religion, age, ancestry, national origin, caste, sexual orientation, gender identity or expression, genetic information, pregnancy, familial status, marital status, citizenship status, veteran/military status, disability status, or any other protected category under applicable local, state, or federal laws. In compliance with the requirements of Title IX, Moravian University does not discriminate on the basis of sex in its educational program and activity, including admission/employment.

Concerns regarding all forms of discrimination, including sexual harassment and/or sex discrimination in admission/employment:

Leah Naso

Dean for Compliance, Training & Development, Interim Equal Opportunity and Title IX Coordinator

1309 Main St. (Room 201)

(610) 861-1529

Mailing address:

Moravian University

1200 Main St.

Bethlehem, Pennsylvania 18018

Concerns regarding gender and equity in athletics:

Rebecca May

Associate Athletic Director (Deputy Title IX Coordinator)

109 Johnston Hall

Moravian University

1200 Main St.

Bethlehem, Pennsylvania 18018

(610) 625-7791

Concerns regarding the application of Title IX:

U.S. Department of Education

Office of Civil Rights

100 Penn Square East, Suite 515

Philadelphia, PA 19107-3323

(215) 656-8541

Report sexual harassment/sex discrimination online anytime (can be anonymous) at . Grievance procedures can be found in the institutional Equal Opportunity, Harassment, and Non-Discrimination Policy at .

Please visit to review benefits offered at Moravian University.*

WORK ENVIRONMENT: The work environment characteristics described here are representative of those encountered while performing the essential functions of this job.

The individual is routinely exposed to indoor conditions and outdoor weather and temperature extremes, and moderate noise level.

Pursuant to the ADA, Moravian University will provide reasonable accommodation(s) to employees with qualified disabilities in order to perform the essential functions of their position, except when doing so would cause an undue hardship for the University. Accommodations are determined on a case-by-case basis through documentation review and an interactive process that includes the employee's supervisor. Requests for accommodation or questions about this process should be directed to Human Resources at or 610.861.1527. View the standard physical demands for positions at Moravian University. If this position requires additional or different demands, a Human Resources team member will notify you.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

*Please visit this link to review the benefit eligibility status associated with this position.


Moravian University

Founded in 1742, now the sixth oldest college in the nation, Moravian University offers students a private education they will not find anywhere else: personal attention and preparation for life with a record of success longer than our nation’s history. Rather than simply following the history of others, Moravian innovates and provides what students and society need most.

With small class sizes and expansive academics, Moravian University is both selective and accessible, rooted in an education-for-all inclusiveness that we pioneered. The first school to open its doors to women, Moravian has constantly evolved over 280 years and now carries university recognition, reflecting the richness of our undergraduate, graduate, and research offerings.

Open to students of every background and faith, we celebrate our historic roots in the Moravian Church and continue our founders' legacy of crossing borders and overcoming barriers. Set in in the center of the beautiful, charming Christmas City, Bethlehem, and the picturesque Lehigh Valley of eastern Pennsylvania, Moravian is the place for those expecting remarkably dedicated faculty, the latest technology, the warmest of spirits, and the power to truly transform your life. 

Moravian University is located in Lenapehoking, the traditional homeland of the Lenape, which includes Delaware, New Jersey, eastern Pennsylvania, and southern New York. We honor the Native inhabitants of this land and their historic and everlasting relationships with it.

We are delighted that you are interested in learning more about the rewarding career opportunities Moravian has to offer.

We hope you find a position that fits your passion and your skills. As an employee, you will receive exceptional benefits and play a role in continuing to make the university great! We would love to welcome you aboard so that you can also be a part of our growing traditions and discover your brilliance.

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