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Loyola University Chicago Gift and Data Processing Specialist in Chicago, Illinois

Gift and Data Processing Specialist Thank you for your interest in Loyola University Chicago. To view open positions, please enter your search criteria below. You may view all open positions by not specifying any search criteria and selecting the "Search" button. Bookmark this Posting | Print Preview | Apply for this Job

Position Details

Job Title Gift Processing Specialist

Position Number 8102606

Job Category University Staff

Job Type Full-Time

FLSA Status Non-Exempt

Campus Chicago-Water Tower Campus



Is this split and/or fully grant funded? No

Duties and Responsibilities

This position is responsible for supporting the fundraising and engagement efforts of the University by ensuring both the proper accounting for all donations and the integrity of constituent (alumni, donor, prospect, and friend) data in Loyola’s Ellucian Advance database. This position will work to ensure that gifts are entered, documentation is saved, and receipts are provided to donors in a timely way, in accordance with the University’s policies and procedures. Additionally, this position assists the Data Processing team during seasons of high volume by maintaining the integrity and acquisition of the constituent data in Loyola’s Ellucian Advance database.

Duties and Responsibilities

Working in the Advancement Division, this position is responsible for supporting the fundraising and engagement efforts of the University by ensuring the proper accounting for all donations. The accuracy and timeliness of entry of the donations is a critical element of the proper cultivation and stewardship of the University’s donors. This position will also work to update key constituent data, including biographical, demographic, contact, engagement, and gift information.

Essential duties and responsibilities include the following:

  • In coordination with the Gift Processing team, reviews, stages, and enters all donations to the University, including HSC (Health Sciences Campus). This includes processing checks (scanning checks to the University’s bank), managing the payment lockbox, reviewing and scanning all documentation, processing payroll deductions, electronic fund transfers, wire transfers, stock gifts, gift transactions from collection applications like iModules, gift revenue from events, and posting donations to the donor’s entity record ensuring that proper credit is given to the donor(s) and entered in Loyola’s Ellucian Advance database. May serve as a liaison between the Advancement Division, University Finance, and the University’s broker.

  • Ensures that daily reconciliation reports are completed for University Finance and prepares information for entry into Loyola’s Ellucian Advance database. Works with University Accounting to facilitate intercompany transfer of funds as necessary.

  • Based on the agreed upon schedule, runs Gift Audit Reports to ensure that all gift entry standards have been maintained and reconciled.

  • Maintains donor pledge files, reviewing documentation to ensure that the correct donor, fund allocation, pledge payment schedule, and other critical information has been accurately recorded.

  • Monitors Pledge and Gift Processing Controls to ensure accuracy of input, review, and reconciliation of all donations in accordance with University policy and procedures.

  • Provides customer service through shared email accounts ( DEVGIFT , DEVSERV ) and the Smartsheet task request system, including fulfilling the pipeline of ad hoc gift and data requests.

  • Processes Matching Gift Forms from donors as required.

  • Prepares and delivers cash deposits to the Bursar’s Office.

  • Charges manual credit card transactions.

  • Produces accurate donor receipt correspondence according to policies and procedures.

  • Utilizes Loyola’s Ellucian Advance database for data pertinent to fundraising on donors, prospects, volunteers, and staff, including demographic, biographical, financial, and philanthropic information.

  • As needed, establishes and maintains Allocation records and new Appeal Codes.

  • Reviews/researches all records that cannot be automatically created/updated by Ellucian’s Data Loader technology; creates/updates records as appropriate.

  • Assists with overseeing the maintenance of all entity records in Loyola’s Ellucian Advance database, including (but not limited to):

    a. Creating new records

    b. Updating and maintaining biographical, demographic, and contact information

    c. Updating and maintaining employment and employment-related information (e.g. matching gift relationships, business addresses, positions, and titles)

    d. Updating and maintaining personal relationship information (e.g. marital status and parent-child relationships)

    e. Researching unverified obituary notifications, updating entity records with verified information

    f. Proactively acquiring, updating, and maintaining constituents’ engagement information (e.g. event attendance, participation in volunteer activities, membership on a Loyola advisory board, etc.).

  • Runs and reviews data audit reports, correcting/updating constituent data as necessary. Uses publicly-available and proprietary data tools to obtain the data necessary to make the appropriate adjustments. These tools include LexisNexis, Loyola’s PeopleSoft student system, online publications, social media, and the internet.

  • In coordination with the Data Processing team, reviews mail returned by the USPS – inactivating incorrect addresses, and performing research to identify new/correct address information.

  • Uses subject matter expertise to recommend and execute new data integrity audits.

  • Creates and maintains documentation about data updates (e.g. how to code two people as married) and data audits (e.g. how to merge duplicate records).

  • Assists the Manager of Gift & Data Processing with project management, tracking project progress, and estimating timelines and project completion dates. Assist with making recommendations about Data Processing’s portfolio of data projects.

  • Perform other duties as assigned.

    Minimum Education and/or Work Experience

    Minimum Education and/or Work Experience

Bachelor’s Degree OR some college coursework or HS diploma with 3-5 years of related experience in data processing, data management, or bookkeeping/accounting required.

Familiarity with fundraising and/or higher education preferred.

*Proof of COVID vaccination will be required prior to employment date.*


Preferred Qualifications

  • Demonstrated accuracy in data entry and information processing.

  • Demonstrated ability to review and audit database entries to ensure accuracy.

  • Ability to follow departmental policies and procedures.

  • Ability to apply common sense understanding to carry out instructions furnished in written, verbal, or diagram form.

  • Demonstrated problem-solving skills.

  • Demonstrated ability to read, analyze, and interpret technical procedures.

  • Demonstrated ability to clearly communicate detailed information in written form.

  • Demonstrated ability to effectively present information and respond to questions from internal and external stakeholders.

  • Ability to apply concepts such as fractions, percentages, ratios, and proportions.



Computer Skills

  • Intermediate proficiency with Microsoft Excel and Word required. Advanced proficiency with Excel preferred.

  • Adept user of Internet, email, and other office automation systems.

  • The person in this role will be trained to advanced/expert proficiency on University systems (e.g. Ellucian Advance, Client and web MS PowerPivot, DocFinity, PeopleSoft, Data Loader, and LOCUS ).

    Supervisory Responsibilities No

    Required operation of university owned vehicles No

    Does this position require direct animal or patient contact? No

    Physical Demands Repetitive Motions

    Working Conditions None

    Open Date 10/13/2021

    Close Date

    Special Instructions to Applicants

    Quick Link for Posting