The Gift Administrator I position is an entry-level position that is responsible for receiving, recording and acknowledging charitable gifts to the U. S. Naval Academy, the U. S. Naval Academy Foundation and the U. S. Naval Academy Alumni Association. The Gift Administrator I's primary area of responsibility lies in accurate, timely gift and pledge entry with acknowledgement. In conjunction with this responsibility, the Gift Administrator I is also responsible for creating and updating donor biographical information as deemed appropriate. The Gift Administrator I will be a first point of contact for donors calling the Foundation, using excellent customer service skills to address their questions and concerns. This position reports to the Director, Gift Administration at the U. S. Naval Academy Alumni Association and Foundation under the direction of the Finance Department.

Major Duties and Responsibilities

• Use the CRM Database in an efficient and accurate manner, understanding pertinent fields and codes within the program and the integration and use of various modules such as Constituent Management, Query, Export, Mail and Reports.
• Process financial gifts and pledges efficiently and accurately, using both batch and individual gift entry into the database, as well as work on deposit logs and run validation reports.
• Run daily report queries upon completion of batch entry work to review accuracy of completed transactions and make any necessary corrections.
• Upon completion of batch entry work, balance the batches, proof gift entry work and commit to the database.
• Create new biographical entries and update contact information for donors, prospects and corporations into the database as needed and researching and maintaining all levels of biographical information.
• Make gift adjustments and complete pledge write-offs as appropriate.
• Run gift acknowledgements on gifts processed after gift entry, proofing carefully and preparing for mailing.
• Assisting, as needed, with completing duties in additional areas of Gift Administration, including but not limited to EFTs, pledge import files, in-house credit cards, check-scanning, pledge reminders, annual reports, and gift agreement documentation.
• Employ excellent customer-service communication skills when assisting donors over the phone and in person with concerns and/or questions pertaining to giving.
• Communicate clearly and work effectively with internal Finance and Foundation staff.
• Assist with the Enterprise mail procedures, including opening the mail, copying and distributing to internal staff members as appropriate.
• Assist in other areas of Enterprise activities when needed, including but not limited to adding Parent information in the database, staffing activities during President Circle weekend and other large Enterprise- wide events, first time donor post card signing and picnics.
• Maintain paper files to support all accounting transactions for auditing purposes. Update and maintain procedure files.
• Continually strive to develop complete knowledge and thorough implementation of all aspects of gift and pledge processing and acknowledgement. Appreciate the role of gift processing as the first step in the Stewardship relationship with donors.
• Complete various administrative tasks as needed within the Gift Processing department.

Minimum Qualifications

• Associates degree in a subject matter relating to business administration, finance, accounting or equivalent work experience. Ability to generate, reconcile, verify, and review financial reports.
• Skilled in Microsoft Excel and Word. Computer literacy, specifically MS Office Suite, necessary. Ability to learn customized database and software quickly.
• 2-3 years' experience in a financial or data entry environment working with databases, spreadsheets and word processing.
• Detail oriented with a critical degree of accuracy regarding data entry and analysis.
• Strong interpersonal and organizational skills, both oral and written. Excellent customer service skills and good humor.
• Ability to maintain speed throughout the duration of a task.
• Proven ability to create and maintain systems and processes.
• Ability to conduct one task for extended periods of time, but also able to perform multiple assignments simultaneously while adhering to deadlines.
• Strong problem-solving and analytical skills.
• Ability and willingness to work well as a team member and to work independently.
• Ability to understand and follow directions and complex policies and procedures.

Preferred Qualifications

• Familiarity with university advancement or non-profit fundraising.
• Experience with use of a customer relations management database, such as Blackbaud CRM or equivalent.