Coordinator of Advancement Services

Case Western Reserve University • Cleveland, OH

59d • $19 • Hybrid

About The Position

The coordinator of advancement services provides critical administrative and operational support to ensure accurate and timely processing of charitable gifts, constituent data maintenance, and online giving transactions. Reporting to the associate director of advancement services, this position plays a key role in administering the university's online giving platform (GiveCampus), assisting with gift processing, supporting compliance and reporting, and contributing to the efficiency of Advancement Services operations.

Requirements

• Excellent interpersonal skills, including demonstrated ability to interact effectively with senior-level professionals within the university as well as external constituencies. Must be able to work both independently and collaboratively with colleagues. Ability to interact with colleagues, supervisors, and customers virtually and face to face.
• Strong attention to detail with ability to process high-volume transactions accurately.
• Familiarity with online giving platforms; prior experience with GiveCampus desired.
• Excellent organizational, communication, and problem-solving skills.
• Ability to handle confidential donor and financial information with discretion.
• Commitment to customer service and collaborative teamwork.
• Must possess strong organizational and time management skills.
• Computer proficiency (including Microsoft Office) and the ability to learn new programs. Proficiency with Microsoft Office Suite (Excel and Word), Google Workspace; experience with or ability to learn and support Ellucian CRM Advance, Cybersource, and other related technologies.
• Familiarity with Ellucian Advance CRM highly desirable.
• Ability to meet consistent attendance.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.

Nice To Haves

• Experience with online giving platforms (e.g., GiveCampus, Classy, etc.) preferred.
• Familiarity with Ellucian Advance CRM highly desirable.

Responsibilities

• Gift Processing and Data Entry: Process and verify complex charitable gifts and pledges in the CRM Advance system, including domestic and international wire transfers, stock transfers and third-party payments, that require specialized and customized gift processing procedures. Responsible for ensuring accuracy and integrity of donor contribution data. Use critical thinking and analytical tools to identify any data anomalies and recommend solutions. Analyze and interpret data for donor reporting, exercising professional judgment and discretion to provide meaningful insights. Monitor development holding accounts, reviewing donor contribution data, and ensure compliance with IRS and charitable regulations. Prepare, review and distribute donor gift receipts in alignment with IRS and CASE standards. Conduct in-depth investigation into financial anomalies, compliance issues or donor directives. Assist with reconciliation of daily deposits, credit card transactions, and online giving activity. (40%)
• Online Giving Platform (GiveCampus) Administration: Serve as the primary administrator for the university's GiveCampus platform. Manage campaign setup, page creation, and donor experience support. Monitor daily online giving activity, troubleshoot issues, and ensure data is integrated accurately into the CRM. Coordinate with campus partners, Finance, and Advancement Services staff to reconcile online transactions. (25%)
• Data Maintenance and Stewardship: Update and maintain constituent records to ensure accuracy, consistency, and completeness. Responsible for ensuring accuracy and integrity of donor contribution data. Conduct regular audits and data integrity checks under guidance of the Associate Director. Support reporting needs by generating gift and donor activity reports. (20%)
• Administrative and Operational Support: Provide accounting and project support for Advancement Services leadership. Assist with the creation and upkeep of departmental procedure documentation and training materials. Support seasonal or high-volume periods such as year-end processing, annual giving campaigns, and Day of Giving initiatives. (15%)
• Perform other duties as assigned. (<1%)

Benefits

• Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees