Company Description:
Educate. Empower. Transform
At Oakton College, we know education changes lives – and that starts with the people who make it happen. For more than 50 years, we’ve built a welcoming and inclusive community where students from all backgrounds and experiences thrive.
We’re looking for passionate educators, professionals and leaders to join our team. Whether in the classroom, student support, or behind the scenes, your talents and expertise will make a difference and shape the future.
We provide dynamic learning environments that empower students and employees alike with campuses in Des Plaines and Skokie and a Health Careers Education Center in Evanston.
As a proud institution accredited by the Higher Learning Commission, Oakton is more than a college – it’s a place where innovation, equity and lifelong learning drive everything we do. We value diverse perspectives and embrace new ideas and are dedicated to fostering an inclusive and student-centered culture.
Job Description:
Basic Function and Responsibility:
Responsible for advancement department’s constituent relationship management database and records management related to data health and integrity. Establishes database entry standards, sets-up online giving appeals tied to appropriate funds and appeal codes, and compiles reports and lists needed to conduct fundraising and stewardship activities. Serves as Foundation’s primary gift processor for processing, conducts prospect research and assists with financial recordkeeping.
Characteristic Duties and Responsibilities:
- Manages the Raisers’ Edge donor database, including setting database standards, streamlining monthly reporting, creating and maintaining operational procedures manual, and identifying/providing training for staff. Responsible for complex reports, queries, exports, and imports to database, dashboard reports, fundraising reports and comparison reports.
- Utilizing strong communication skills, translates technical requirements and constraints into business related terminology, assisting other team members in most efficiently using systems.
- Coordinates with finance function to mirror chart-of – accounts and collaboration on new fund set up between Raisers Edge and Financial Edge for appropriate systems handoff when gift processing to financial management system. Imports data from registrar and other sources as needed to add constituents to the database in alignment with coding standards.
- Responsible for data integrity and health updates for NCOA, duplicate identification, returned mail, and merge as needed. Conducts database clean-up, including reconciling constituent codes, removing/combining duplicate records, standardizing addresses, and restructuring relationship codes to match needs of development and alumni functions. Runs quarterly database health tools to update addresses, phone and email records, and deceased information.
- Conducts daily gift processing function, entering gifts from all sources (check, cash, online, credit card machine, stock transactions, payroll deduction, and in kind), aligning them with the proper donor, appeal, fund, and campaign.
- Records gift splits and payment schedule in order to trigger timely pledge reminders. Seeks validation from Associate Executive Director or Senior Manager of Foundation Finance and Operations before committing batch for posting to Financial Edge.
- Monitors the timeliness and efficiency of gift processing and assures all corresponding links to the database are maintained as gifts are processed. Provides weekly gift report to fundraisers to conduct stewardship activities.
- Responsible for operational functions of the Foundation including: generating mailing lists based on selected parameters for fundraising and stewardship purposes, establishing funds in Raiser’s Edge. Responsibilities include setting up and refreshing gift receipt/acknowledgement letters in system for automated generation, generating reporting for monthly pledge reminder and past due, pulling donor contact information and oversight of annual donor fund stewardship reports utilizing financial statement data validated by finance. Also creating weekly fundraising reports, annual donor tax statement, set up of gift club levels and generation of annual honor roll of donors to include consecutive years giving maintaining registry of all named spaces throughout both campuses including the Performing Arts Center, campus trees, and campaign reporting.
- Responsible for Foundation’s prospect management systems, researching, benchmarking, and tracking. Identifies and qualifies major gift prospects. Creates prospect profiles for Foundation staff, Board members and volunteers and stores in donor database. Supports board committees with the development and tracking of prospects.
- Manages vendor relationships with Blackbaud and other systems vendors (including The Raiser’s Edge, Target Analytics, Blackbaud Merchant Services and Omatic) to evaluate new software; upgrades and modules, resolves system support issues and escalate software support questions.
- Works with Foundation staff and Marketing and Communications department to coordinate operational aspects of online giving and online event registration.
- Generates data and responds to annual Volunteer Survey of Education (VSE) national study, using data miner tool for national benchmark comparison.
- Serves as primary backup for the Senior Manager of Finance and Operations to assist in the accounting and financial reporting functions.
- Assist with payment processing and fraud prevention functions.
- Supports Foundation staff in committee meetings with preparation of reports and data requested. Serves as backup to Advancement Services Specialist in producing meeting minutes for core committees as needed.
- Attends Foundation Board meetings and events to provide execution support. Attends other committee meetings as requested.
- Serves as Foundation’s liaison to Information Technology.
- Provides support and set up for Foundation and College events as needed.
- Ensures proper event set up in Raisers Edge and other systems utilized, including sponsorship packages, ticket pricing, etc. in conjunction with Advancement team.
- Interviews, trains, and organizes workflow of student workers to conduct address updates and other operational and database support tasks.
- Exercises discretion in handling confidential materials.
- Performs other job-related duties as assigned.
Supervision Received:
Functional supervision is received from the Sr. Manager of Foundation Finance and Operations. Administrative supervision is received from the Chief Advancement Officer.
Supervision Exercised:
Functional supervision of student workers as needed.
Requirements:
Qualifications and Working Conditions:
- Bachelor’s degree in Information Technology, Business Administration, Communications or related field or an equivalent combination of education and experience is required.
- Advanced competency with finance / accounting software and databases required.
- Experience with constituent management software required. Competency with Blackbaud’s Raisers Edge and a Blackbaud Pro Certification preferred.
- Knowledge of computer-based research methods and database management essential.
- Three (3) years of successful fundraising experience in an academic setting preferred.
- Proficient in Microsoft Office suite of products in Windows environment required.
- Experience with Omatic or like importing software package and Financial Edge preferred.
- Requires ability to mentally attend and visually concentrate on a significant amount of detailed work.
- Ability to work evenings and weekends as needed and travel between campuses and to off-campus events.
- Ability to interact professionally and tactfully with people of different levels of education, cultural backgrounds, and life experiences, and to exhibit an adequate level of respect to fellow employees and the College community at large.
Physical Demands:
Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is sedentary in nature. Little or no exposure to adverse working conditions.
Additional Information:
HOURS: Monday – Friday 8:15 am – 5:00 pm Ability to work evenings an weekends as needed and travel between campuses and to off campus events.
SALARY: $67,440
Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.
For information regarding employment eligibility, please visit our employment at Oakton web page.
Equal Opportunity Employer
Application Instructions:
Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application.
Oakton College conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Convictions are not a bar to employment. Background checks will be performed in compliance with state and federal law and in accordance with the Illinois Department of Human Rights Conviction Record Protection Act of March 2021.
Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.
Oakton College does not utilize E-Verify for employment eligibility verification.
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