Gift and Data Entry Assistant

Job Description

Job Description

Status

At Nebraska Wesleyan University, every gift matters - and so does the person who processes it. We're looking for a detail-oriented, full-time Gift and Data Entry Assistant to join our Advancement team and serve as a trusted steward of alumni, donor, and constituent data.

In this role, you'll ensure the accurate and timely processing of gifts and pledges, maintain the integrity of our Advancement CRM database, and generate the acknowledgements that help NWU express genuine gratitude to its donors. You'll also contribute to alumni engagement through Archways Magazine's Class Notes - connecting you to the broader NWU community in a meaningful way.

NWU offers a competitive wage and comprehensive benefits package including health insurance, life insurance, disability benefits, retirement, seven weeks of combined vacation and holiday time annually, and 100% tuition discount for dependents after one year of service.

Department

Advancement

Key Responsibilities

Gift Processing & Acknowledgement

• Enter all gifts and pledges - checks, credit cards, ACH, stock transfers, payroll deductions, in-kind contributions, etc. - accurately into Advancement CRM database.
• Manage gift forms, batch sessions, and gift coding to ensure transactions are properly documented and attributed.
• Adjust past gifts as appropriate; research and resolve gift entry discrepancies with care and attention to source documentation.
• Generate and distribute donor acknowledgement letters and IRS-compliant tax receipts in accordance with CASE standards, IRS regulations, and FASB accounting principles.
• Respond promptly and professionally to donor and gift inquiries, providing excellent customer service and appropriate follow-up.
• Manage gift sessions and pertinent documentation within Advancement CRM database and shared drives, following established naming and filing conventions.
• Co-manage shared email folders for the Advancement Services team, triaging and routing communications accurately.

Data Integrity & Constituent Records

• Update and maintain constituent records with biographical updates including employment, business relationships, personal connections, and contact information, researching changes to keep data current.
• Conduct regular reviews of constituent records to identify and correct inaccuracies, duplicates, and outdated information; contribute to larger-scale data cleanup and quality improvement projects as needed.
• Serve as a reliable, responsive source of biographical and gift record information for Advancement staff and the broader NWU community.

Financial Stewardship & Compliance

• Collaborate with the Business Office to balance gift accounts and provide reconciliation data for monthly closes and annual audits.
• Assist with audit preparation as needed; adhere to audit controls, security protocols, and confidentiality standards.
• Prepare and maintain gift processing procedures and workflows for the advancement services operations manual.

Alumni Engagement Support

• Work with Alumni Class Notes featured in Archways Magazine , gathering, reviewing, and verifying alumni updates with care and accuracy.
• Perform other duties as assigned in support of the Advancement team's mission.

Qualifications

Required

• Associate's degree or equivalent combination of education and experience; bachelor's degree preferred.
• Demonstrated ability to perform detail-intensive data entry with a high standard of accuracy.
• Experience working within established procedures, guidelines, and compliance requirements.
• Solid experience with Microsoft Office Suite.
• Confidence working in database-driven environments and a willingness to develop proficiency in Advancement CRM database; general technology confidence and an aptitude for learning new tools.
• Strong written and verbal communication skills.
• Discretion in handling sensitive constituent and financial information.

Preferred

• Experience with a fundraising or advancement CRM database (such as Raiser's Edge, Salesforce Nonprofit, Ellucian CRM Advance, or similar).
• Familiarity with IRS gift receipting requirements, FASB nonprofit accounting standards, or CASE gift reporting guidelines.
• Experience in higher education advancement, nonprofit fundraising operations, or financial data entry.

Salary

DOE/Q

How to Apply

To apply, please upload a cover letter, resume or curriculum vita, and the names of three professional references at the following URL: NWU encourages applicants to address how one or more of NWU's Core Values align with their personal values and characteristics and/or how they would contribute to them at NWU in their cover letter or a separate document. Review of applications will begin immediately and continue until the position is filled.

Nebraska Wesleyan University provides equal educational and employment opportunities to qualified persons in all areas of university operation without regard to religion or creed, age, genetic information, gender identity and expression, sexual identity and orientation, veteran status, disability, marital status, race, or national or ethnic origin, in compliance with state and federal laws, including but not limited to Title XII, Title IX, and the ADA. E-Verify, EOE.