Details
Gifts & Records Administrator
Anticipated hiring: Immediate
Westminster School, one of the leading small independent boarding schools in the country, is a diverse, co-educational high school, a close-knit community of approximately 190 employees and 412 students (75 percent boarding, 25 percent day students) set on a 200-acre campus in Simsbury, Connecticut. Since its founding in 1888, Westminster School has been committed to the core values of community, character, balance, and involvement. Our motto – virtute et numine – by grit and grace – defines and distinguishes the Westminster experience, our community, and our alumni.
Reporting to the Advancement Services Manager, the Gifts and Records Administrator is a key member of the Advancement team. This position requires a high degree of professionalism and confidentiality. A person with a keen eye for detail, a systems-oriented mind, and an ability to work independently while maintaining high levels of communication will thrive in this role. The Gifts and Records Administrator will be actively engaged in gift processing, financial report creation, and analysis while assuring quality, consistency, and accuracy of all data through detail-oriented management of the database. Please note, in peak periods, generally calendar and fiscal year-end, PTO may be limited or not allowed depending on workload.
Key Responsibilities:
Gift Entry and Acknowledgement:
- Enter pledges and gifts in a timely manner with keen attention to detail for accuracy in gift processing. Maintain complete and accurate records of gifts received and reconcile daily activity.
- Handle complex donations including cash, checks, stocks, wire transfers, planned gifts, personal property, matching gifts, and other transaction types as needed.
- Produce receipt, acknowledgment, and pledge letters; process matching gift requests; manage employee payroll deductions; track gifts to various appeals, including The Westminster Fund, capital projects, strategic initiatives, and other fundraising initiatives.
- Collaborate closely with colleagues in the Business Office to set up new funds, campaigns, and balance daily gifts.
- Supply supporting documentation as requested by the Business Office for annual audit.
- Update as necessary and maintain Policies and Procedures for Gift Entry and Acknowledgement.
Advancement and Donor Relations Services:
- Partner with Major Gifts Officers to clarify donor intent and resolve gift related errors, including declined credit cards, incomplete checks, and unspecified designations. Provide excellent customer service.
- Research giving history as needed and respond to gift and data inquiries from colleagues.
Records and Database Management:
- Responsible for ensuring timely updates to biographical information. Ensure biographical information for donors is complete and accurate.
- Assist in identifying data discrepancies and complete data integrity projects by transforming and enhancing data (correcting or removing unneeded information, standardizing fields such as salutations or street names, renaming, moving, and combining columns to ensure usability).
- Participate in special short-term or long-term database projects as necessary.
- Maintain the structure and integrity of the database, including creation of new records, updating records, tracking events, and updating data from other platforms as needed.
- Create queries based on solicitation and event segmentation strategies in Raiser’s Edge. Provide support in the creation of reports for mailing lists and data and name tags needed for events.
Advancement reports:
- With guidance from the Advancement Services Manager, create and produce reports, lists, and statistical data as needed by the Advancement team, School leadership and Advancement volunteers. Such reports will include weekly and monthly gift reports, and could include tracking fundraising progress, donor pipelines and year-to-year trends that support overall Advancement strategy and multi-year planning.
- In addition to routine needs, pull lists of donors for the Annual Report and support the Advancement Services Manager’s efforts to complete the annual NAIS/DASL data entry.
Qualifications:
- Bachelor’s degree or equivalent work experience.
- 1-2 years of experience in a development/foundation/philanthropy setting and experience with fundraising, databases, and online donation systems, preferably Blackbaud (Raiser’s Edge).
- An understanding of the fundamentals of cash banking and reconciliation required. Bookkeeping or accounting experience preferred.
- Strong computer skills including proficiency with Google Office Suite (Word, Excel) and Adobe products (Photoshop, InDesign, Acrobat). Ability to learn and become proficient with other software programs as required.
- Strong analytical and planning skills.
- Ability to work independently and communicate effectively with managers and co-workers.
- Attention to detail and strong communication skills, along with significant organizational skills required.
- Ability to define goals and objectives and develop and implement strategic plans to accomplish School’s operational goals.
- Must be able to work under the pressure of time.
Pay is competitive and the employment package consists of excellent benefits, including outstanding health care coverage and retirement plan. To apply, please send a cover letter and resume to the Director of Human Resources, Pamela Daly, at pdaly@westminster-school.org.
Westminster School is an Equal Opportunity Employer and encourages applications from candidates of color. Westminster School reaffirms its long-standing nondiscriminatory policy and employs individuals of any race, color, religious creed, sex, sexual orientation, gender identity or expression, national origin ancestry and/or disability to all the rights, privileges, programs, and activities generally accorded or made available at Westminster. Westminster does not discriminate in its hiring, educational policies, admissions policies, scholarship programs, or athletic and other school-administered programs.
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995 Hopmeadow Street
Simsbury, Connecticut 06070
P. (860) 408-3000
F. (860) 408 3001
Simsbury, Connecticut 06070
P. (860) 408-3000
F. (860) 408 3001
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Notice of Nondiscriminatory Policy as to Students
In keeping with our support for a diverse community, Westminster abides by all applicable federal and state laws and does not discriminate on the basis of any protected characteristic, including race, color, religious creed, sex, sexual orientation, gender identity or expression, national and ethnic origin, ancestry and/or disability in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs. Westminster admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the School.
In keeping with our support for a diverse community, Westminster abides by all applicable federal and state laws and does not discriminate on the basis of any protected characteristic, including race, color, religious creed, sex, sexual orientation, gender identity or expression, national and ethnic origin, ancestry and/or disability in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs. Westminster admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the School.
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