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Gift & Biographical Data Specialist

Cobly College
Maine, United States
Salary Not specified
Posted Date
May 19, 2023

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Position Type
Fundraising, Other Fundraising
Employment Type
Full Time
Job Summary:

Advancement Operations, College Advancement
Full-Time, Non-Exempt, Hourly, Staff Appointment

The gift and biographical data specialist reports to the assistant director of advancement operations and requires a comprehensive understanding of the overall responsibilities of data services and its role within Advancement Operations. This includes gift processing policies and procedures, receipt/acknowledgment processes, biographical maintenance, and other data maintenance related activities. Advanced computer skills, including use of various computer packages needed to created word processing documents, spreadsheets, timelines, and database reports will be extremely important and will frequently need to be upgraded. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.



  • Coordinate and prioritize day-to-day gift processing activities; accurately processes checks, credit cards, and electronic funds transfers for unrestricted and restricted gifts

  • Enter gifts and pledges, receipting, pledge reminders, gift documentation, and biographical updates to the advancement database, Raiser’s Edge, with consistent accuracy and in a timely manner

  • Act as a primary point person for pledge, gift, and biographical data transfers from other advancement programs and departments across campus

  • Reconcile batches with Raiser’s Edge and prepares batches for daily deposit

  • Oversee preparation of weekly feed to the business office and works collaboratively with that office to ensure balance

  • Print/distribute receipts and oversees mailing of same

  • Produce and distribute daily, weekly, and monthly reports

  • Conduct on-line and hard copy searches of publicly available information in tracing lost addresses and phone numbers

  • Review, explain, and interpret policies and procedures on all aspects of gift and pledge processing

  • Develop and maintain training manuals and documentation for advancement systems support

  • Handle and maintain confidential information in a high volume data processing environment

  • Perform advanced clerical work involving judgment, accuracy, and speed with minimal supervision

  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice



  • High school diploma or equivalent required; professional coursework or post-secondary education are a plus 

  • Three or more years of data entry and professional office experience; significant experience in data entry preferred 

  • Proficient in MS Office applications, Word and Excel specifically, as well as internet searches and document scanning

  • Flexible with a results-driven philosophy and the ability to problem-solve

  • Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative 

  • Attention to detail and accuracy are critical

  • Able to handle confidential information tactfully

  • Must be able to work independently, exercise judgment, and manage projects in a timely manner with minimal supervision, as well as to adjust as new projects are assigned

  • Ability to work collaboratively as a member of a diverse community and make an impact in a complex team-oriented environment

  • Strong customer service orientation



Reporting to the assistant director of advancement operations, this position will have direct interaction with the entire advancement operations team as well as with other divisional colleagues. This position will have some interaction with alumni, parents, donors, and vendors.



General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. This position will be located in downtown Waterville.



Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest, resume, and the contact information of three professional references.

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