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Data & Gift Entry Specialist

Company: Hampton University
Location: Hampton
Posted on: June 12, 2021

Job Description:

  • Creates, maintains, and enhances the relationships between the alumni and the University;
  • Assists with alumni events both locally and nationally;
  • Assists with annual events such as Alumni weekend, parents weekend, assembly meetings and class reunions;
  • Develops reports to support office efforts with alumni planning and implementing events;
  • Assists with and attends appropriate Alumni Association, Alumni Affairs, and Office of Development events;
  • Maintains office records and ensures adherence with policies regarding reporting and respective timelines.
  • Works and participates as an effective member of the overall team;
  • Performs other related duties for Alumni Affairs and Development as assigned.

Duties and Responsibilities

Manage and coordinate the daily gift deposits to the Business Office including analysis and processing of weekly gift batches in the Universitys Banner database system; production of gift receipts, individualized acknowledgement letters, posting monthly reports and class reports in accordance with the Office of Alumni Affairs 72-hr turnaround policy; assist the office in data analysis, maintaining data integrity and adding new data to the database. Reports to the Gift Entry & Constituent Records Coordinator and the Director of Alumni Affairs.

  • Serve as the chief donor records manager for the Annual Giving Program by managing timely and effective data analysis and entry projects for the HU Faculty & Staff Annual Giving Campaign; operate and maintain a computer and database system while ensuring database integrity; managing campaign reports and specialty donor lists.
  • Collect daily donations received through the Office of Alumni Affairs; evaluate, sort and total all donations made to the University on a daily basis in order to create daily gift batches.
  • Manage gift analysis and entry procedure and process weekly gift batches in a timely and accurate fashion to adhere to the Office of Alumni Affairs 72-hour turnaround receipting/acknowledgment policy.
  • Analyze gifts to determine appropriate campaigns, funds, appeals for each gift to be processed;
  • Assist the Director, Assistant Directors, Annual Fund Manager and the Gift Entry & Constituent Records Coordinator with fundraising projects through verifying, preparing and processing various reports pertaining to the gift entry process; submit and distribute various report requests to Office of Alumni Affairs, Development and/or President's Office staff.
  • Manage the process of gift receipts and individualized acknowledgement letters for all gifts received in a timely and accurate fashion.
  • Supports the Gift Entry & Constituent Records Coordinator with the balancing of gift accounts with the Business Office.
  • Assist Processing Unit Team with the entry of new constituent records to the database as needed, analyze information and ensure records entry and related process meet office quality control standards.
  • Organize, coordinate and maintain the integrity of hardcopy filing system.
  • Works regularly with the Gifts Records Researcher in the Office of Development regarding donor records.
  • Assist the office with the execution of University and Office of Alumni Affairs special projects, when appropriate and necessary.
  • Perform related duties as assigned.



  • Organizational skills and detail oriented.
  • Analyze data for appropriate posting.
  • Learn complex data entry codes and procedures quickly.
  • Prioritize data entry projects and review work for accuracy.
  • Complete tasks in a timely manner.
  • Delegate appropriate tasks.
  • Working on multiple tasks with interruptions in an energetic environment.
  • Work well under pressure with periodic heavy workloads.
  • Self-starter and self-motivated.
  • Working in a team environment.
  • Type at 30-40 wpm.
  • Skilled use of 10-key adding machine.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others.


  • Sitting for extended periods of time.

  • Dexterity of hands and fingers to operate a computer keyboard.

  • Seeing to read a variety of materials.

  • Hearing and speaking to exchange information.


  • Working knowledge of database software required.
  • Relational database systems preferred.
  • Operation of a computer, codes and their applications, and generation of reports.
  • Financial and statistical record-keeping techniques.
  • Oral and written communications skills.
  • Interpersonal skills using tact, patience and courtesy.

Keywords: Hampton University, Hampton , Data & Gift Entry Specialist, Other , Hampton, Virginia

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