Job Title: Development Operations Coordinator

Department: Development Information Systems

Classification: Non-Exempt

Grade: 8

FTE/Working Schedule: 1.0 FTE

Position Overview:

The Development Operations Coordinator position exists to enter and maintain the content, integrity, and accuracy of constituent prospect, biographic, and gift records in Carleton’s advancement database which includes addresses, employment, relationships, education, gifts, pledges, proposals, prospect and various other database records.  This position will also assist Development Systems in documentation of process audits, design and tracking, creating and updating cheat sheets, and special projects.  The work of this department and position, as evidenced by the extensive and accurate records in Carleton’s advancement database, enables and supports all cultivation, fundraising, outreach, and system support for the division of Development and Alumni Relations and the College.

Essential Job Functions/Responsibilities:

• Evaluate and process biographical updates obtained from alumni, parents, and others in various ways: direct contact by phone, in person or by email, new student applications, alumni directory, US mail, event registrations, newsletters, publications, and fundraising solicitations. Updates are made according to established procedure though frequently requires independent judgment and interpretation to discern the best course of action. 

• Recognize and respect the confidential nature of documents, conversations, and visitors to the office.  Determine appropriate measures needed to honor constituent requests for confidentiality.   

• Serve as a customer service resource regarding biographic and gift records for alumni, parents, and other friends of the College.  Work directly with students, alumni, parents, employees, and others to ensure timely and accurate communications and records maintenance that are handled confidentially and appropriately.

• Record and receipt online gifts and pledges while complying with payment card industry (PCI) standards; verify donor intent is met regarding restriction, designation, and degree of anonymity, and that all transactions are documented completely in order to comply with Carleton’s gift acceptance policy.  Prepare and deposit all funds in the Business Office.

• Administer, organization and guidance of scanning process, procedures, and keywords (OnBase).

• Scan and index biographical, gift, prospect, and other information into electronic filing system (OnBase).

• Outreach to the constituent base using mailed tracking letters and email correspondence (Emma) for biographic updates and/or departmental requests.

• Ensure accurate Prospect Tracking information.  Update information in the database and in electronic files.  Ensure accurate coding and tracking of prospects and prospect activity through collaboration with staff.

• Cycled data entry of Career Center activities, externships, and internships

• Review publications and internet sources for information updates, prospect information, etc.  Determine appropriate next steps using previous experience and independent judgment.  Ensure critical information is captured in a timely fashion using discretion to determine if additional action is warranted. 

• Document flow of information for current and future mapped processes and usage of system procedures.

• On a regular basis, review data integrity checks for 50+ biographical and prospect data checks.  Determine appropriate course of action to correct database errors.

• In concert with other co-located staff ensure general office supplies are routinely ordered, shared spaces are organized, and assist in coordinating resources for facility related issues such as mail delivery or a maintenance work order.

• Special projects pertaining to database integrity, updates, and technical platform requirements. 

Additional Job Responsibilities:

• Appropriately cross train with other department functions to ensure operational effectiveness.

• Assist with special projects as assigned. 

• Assist with campus events occasionally such as Family Weekend, Reunion, and Homecoming, which can be outdoors and potentially in inclement weather.

• Other duties as assigned. 

Describe Supervision Received and Exercised:

• Reports to the Director of Alumni/Development Information Systems

• Works independently yet closely with all members of the Development Operations staff to achieve individual and departmental goals and to ensure operational effectiveness.

• Due to the complex nature of the database, constituent requests, and reporting requirements, this employee must rely on their training, previous experience, and best judgment to discern the appropriate course of action to take in a variety of situations that arise on a regular basis. This position must use independent judgment on a regular basis to ensure data is accurately entered and maintained.

• Ability to work with minimum supervision after the training period, under pressure while maintaining quality of output and work constructively and cooperatively with constituents, colleagues, and others.

Education/Experience/Skills:

Required:  

• High school diploma or GED certificate

• Ability to work with minimum supervision after the training period, under pressure while maintaining quality of output and work constructively and cooperatively with donors, colleagues, and others.

• Ability to communicate clearly and thoughtfully in written and verbal forms.

• Ability to problem solve and manage several tasks simultaneously

• Strong organizational skills

• Proficiency in Microsoft Office programs, particularly Word and Excel

• Data entry proficiency with high degree of accuracy

• Detail oriented

Preferred: 

• Previous experience in higher education fundraising operations

• Experience with Technolutions’ Slate for Advancement, Ellucian Advance or another advancement or relational database

• Experience with electronic document management systems such as Hyland OnBase

• Understanding of Dropbox structure and security access

• Previous experience with email client MyEmma or similar

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels. 

NOTE:  This job description is not intended to be all inclusive.  Employee may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply. 

Staff Salary and Benefits: The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with a college contribution, a generous paid time off package, as well as access to many other campus amenities. 

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Nationally recognized as the nation’s top college for undergraduate teaching, Carleton is known for its academic rigor, intellectual curiosity, and sense of humor. Carleton offers 33 majors and 38 minors in the arts, humanities, natural sciences, mathematics, and social sciences.