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Advancement Services Specialist

Takoma Park, MD
Washington Adventist University
Job Description
Job Title:               Advancement Services Specialist
Department:          Advancement/University Relations
Reports To:           Executive Director of Development

Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued.  Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.  Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

Responsible for assisting the Office of  Advancement and University Relations in fulfilling the fundraising and stewardship activities of the institution. The Advancement Specialist will assist in planning and implementing fundraising and other related events, serve as the key point of contact with donors, and ensure the integrity of donor information, pledges and gifts.
Under general direction, coordinates and conducts database mining that provides information to support and enhance decision-making. Interfacing with all members of the Office, he/she ensures timely and comprehensive data collection and input, performing data extraction, reporting and prospect research as required. 

This position is solely responsible for providing accurate and timely internal and external gift management and information.
Includes the following. Other duties as assigned.
Gift Processing
  • Enters and tracks all pledges, gifts, and proposals in the Raiser's Edge database
  • Manages pledge reminder process to ensure pledge fulfillment
  • Documents donations using Batch and gathers data requested.  Generates and sends weekly reports for Accounting concerning donations.
Donor Relations
  • Acknowledges individual, corporate, foundation and in-kind contributions in a timely manner
  • As needed, composes gift recognition and acknowledgment letters
  • Manages tribute donations and payroll deduction process
  • Creates and issues annual giving statements to the donor population
  • Assist with the writing and design of stewardship reports
  • Manages pledge contracts
  • Responsible for recognition signage and plaguing
  • Prepare stewardship impact reports for donors
Database Management
  • Performs routine audits of data, making corrections and additions as needed
  • Designs and develops standardized operational, management, and ad hoc reports; prepares reports fulfilling the requirements of federal, regional, and state agencies and other external organizations; works with others to understand reporting needs
  • Coordinates and communicates with appropriate staff regarding the interface of the department files with other University data files and operations, maintaining and updating data definitions and databases for consistency and adherence to standards
  • Prepares and maintains financial and statistical reports, producing according to schedule or as requested on an ad hoc basis
  • Maintains constituent information and provides reporting to various departments including but not limited to Marketing and faculty for direct mail appeals, events and Adler publications
  • Extracts, manipulates, analyzes, and reports data to internal and external constituencies; manages data; prepares and maintains data files; verifies data to ensure data integrity
Prospect Research
  • Researches and analyzes prospects for gift cultivation and Board participation
  • Establishes and maintains the prospect moves management systems capturing prospects' positioning in accordance with the appropriate solicitation timeline; reports out accordingly
Events Planning
  • Assists the Director of Alumni Relations in the planning and execution of University events, including but not limited to:  Visionaries Gala, Alumni Weekend, WAU Sabbath, Groundbreakings, Grand Openings, receptions, President’s lunches, Top Donor Brunch and other events as assigned by the President.   
  • Assists in coordinating and supervising volunteers assigned to Alumni Phonathon.  
Office Management
  • Maintains confidentially of all sensitive information related to Advancement and University Relations and all campus entities.
  • Completes and submits pre-authorizations, expense authorizations, check requests, and invoices for reimbursement and other items as assigned.
  • Attends and serves on University Committees as requested and assigned.
  • May supervise student workers.
  • Received:
      Receives direct supervision from the Executive Director of Development. 
  • Given:
Assigns tasks to student workers, volunteers, and event staff and follows through with them to make sure the tasks are accomplished correctly. 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Education and/or Experience:
  • Bachelor's degree
  • Three to five years of related experience, preferably in higher education or non-profit setting.
  • Demonstrated hands-on approach and experience with databases, analysis, and reporting
  • Language Skills:
  • Superior command of English grammar and spelling. 
  • Excellent interpersonal, verbal and written communication.
  • Exceptional presentation and public speaking ability. 
  • Mathematical and Technology Skills:
  • Proficiency with the use of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
  • Advanced knowledge of and experience with database management, specifically Raiser’s Edge.
  • Other Skills and Abilities:
  • Demonstrates strong organizational skills including an ability to manage multiple tasks simultaneously, establish priorities, exercise good judgment, meet or exceed deadlines, and ensure issues are resolved in a timely manner
  • Demonstrated organizational skills
  • Must be detail oriented.
  • Physical Demands: 
  • The physical demands described here are representative 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.
  • The employee will frequently be called upon and must be able to work long hours under stressful conditions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.   

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

Title VII Exception Notice
Washington Adventist University is a religiously qualified Equal Opportunity Employer under Title VII of the Civil Rights Act.  As such the University has the legal right to prefer a member of the Seventh-day Adventist ("SDA") Church in its hiring process. In the event that a qualified SDA candidate is not identified, the University will give the opportunity to candidates who must understand and respect the mission, purpose, and identity of Washington Adventist University as a condition of their employment.

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