Advancement Records Administrator

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Information

Position Title Advancement Records Administrator Overview
Responsible for the accurate, timely entry, and maintenance of giving and biographical data in accordance with established standards and procedures. Process funds being received via credit cards, lockboxes, checks, securities, matching gifts, direct mail/checks, and other giving vehicles (e.g., planned gifts) and payment sources. Ensure the security and sensitive handling of confidential documentation and information. Essential Duties:
1. Analyze individual gifts in relation to multiple complex VSE, CASE, IRS, and Providence College policies procedures, rules, and regulations to determine how to appropriately process and receipt transactions. Perform research, as necessary to ensure that gifts are appropriately documented within tracking and financial systems in a timely manner. Record gifts/pledges in the Advancement CRM system in accordance with all relevant policies, procedures, and regulations. (60%)
2. Monitor and reconcile online giving batch upload and data feed exception reports; perform research as necessary to ensure data accuracy; analyze and verify data using research tools and methods ensuring compliance with all applicable internal and external policies, guidelines, and rules, and regulations. As necessary audit batches of other gift processing and data services staff. (10%)
3. Utilize research and subscription resources to validate and retrieve relevant information, assess and assist in the maintenance of constituent information, including biographic and demographics, activity codes, exclusion codes, etc. in the Advancement CRM database to improve and maintain data integrity of constituent data in the system. Identify and remediate duplicate/merged records on an as-needed basis. Update addresses from returned mail. (10%)
4. Assist in developing policies and procedures for gift receipting/acknowledgment, pledge reminders, and other system related functions and processes. Perform the periodic pledge reminder process. Produce and edit gift acknowledgements/tax receipts. (10%)
5. Receive and respond to donor inquiries via telephone or email and troubleshoot issues and provide resolution. Lead special projects related to gift and data remediation. Staff select on campus events (approximately 4 per years). (10%) Marginal Duties:
Perform all other duties as may be required. Education and Experience Required

• Bachelor’s Degree from an accredited institution preferred
• Three to five years’ of related experience including handling of complex data and financial information
• Microsoft Office proficiency and CRM /database experience required
• Excellent organizational and communications skills, including service skills and a commitment to donor confidentiality
• Collaborative team player, flexible, with the ability to handle multiple tasks and meet competing project deadlines.
• Strong degree of personal initiative and accountability
• Salesforce CRM experience preferred
• Data analysis and research skills strongly preferred

Physical Demands

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

Employee Status Full Time Union Status Non-Union Shift: First If other, please enter regular schedule. EEO Statement
Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.

Posting Detail Information

Requisition Number AS626P Closing Date Open Until Filled Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * We require all employees to be vaccinated. Are you vaccinated or have a *valid medical or religious exemption from receiving a COVID-19 vaccine? Applicants requesting an exemption, must complete a Providence College request form. Exemptions are not guaranteed approval. Completion of exemption/vaccination process must be finalized prior to start date.
   • Yes
   • No
   • Will request exemption

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation