Gift and Data Processing Specialist

ABOUT THE ORGANIZATION

At the Lucile Packard Foundation for Children's Health, we are a team of dedicated individuals with a shared commitment to helping kids and families live healthier lives.

We do this by:

• Fundraising for Lucile Packard Children's Hospital at Stanford and the maternal and child health programs of Stanford University School of Medicine.

• Raising awareness of children's health issues.

• Promoting a system of care that improves the lives of children with special health care needs and their families  

JOB DESCRIPTION

The Lucile Packard Foundation for Children’s Health (LPFCH) is looking for a Gift & Data Processing Specialist to join our Advancement Services team. This is a place-based role, requiring a minimum of 4 days on site per week in an office setting in Palo Alto, CA, with optional 1 day working from home. As our Gift & Data Processing Specialist, you will work with both the Gift Administration and Data and Reporting teams in a hybrid role. As part of our Gift Admin team you will record, receipt, and acknowledge all incoming gifts, ensuring that every gift reaches its designated purpose and that every donor’s generosity is acknowledged. You will also support the month-end reconciliation process, helping to reconcile gifts to bank account deposits. As part of the Data and Reporting team, you will assist with database tasks in our donor database which may include complex data maintenance, updating constituent records, processing return mail, creating acquisition records, and screening for duplicate records.

The Gift & Data Processing Specialist will be an active participant in rebuilding our gift processing procedures, joining a thoughtful strategic team that has fun working on challenges together. The position reports to the Manager, Gift Administration. The role offers an opportunity to contribute creative, logical, and process-driven thinking to help introduce automation and build efficiencies into gift processing and data maintenance. There is a great deal of opportunity for learning and professional growth. A high degree of accuracy and willingness to build documentation is essential to success; the role is technical, detail-oriented, and complex. The organization is in the process of redesigning many workflows, so change is constant. The organization is fast-paced, upbeat, motivated to work smart and work hard. This is an exciting time to join the Foundation.

As part of this team, you will support the fundraising activities of the Foundation and help to ensure that every dollar we raise is used to advance our mission of child and maternal health.

Please note that LPFCH has a Mandatory COVID-19 Vaccination Policy and that all new employees must submit proof of their Covid-19 vaccination at the time their employment commences. Alternatively, prior to commencing employment, new employees may request approval for an exemption to the policy as permitted by law.

GENERAL DUTIES & RESPONSIBILITIES

• Process gifts through creating or following detailed documentation for complex multi-step processes in order to enter relevant gift information in the donor database which results in each gift being deposited correctly.
• Ensure the accuracy of gift data entry by performing daily audits and identifying and resolving potential issues.
• Serve as an initial point of contact to help donors with questions about gifts, including managing the general gift processing email inbox and receiving phone calls from donors.
• Add, update, and correct information in constituent records using information obtained from a variety of sources including online research tools, returned mail, donors, and other foundation staff.
• Research and enter constituent relationship information, research findings, employment history, contact information and more into the donor database.
• Assist in the month end reconciliation between fundraising and finance teams, ensuring the accuracy of gift data and gifts scheduled for transfer to LPFCH beneficiaries.
• Assist in data integrity and maintenance projects as assigned by the Assistant Director of Data & Reporting or Database Manager.
• Contribute to the team’s success by helping to identify, research, and/or participate in any projects to improve data quality, policies, and processes.
• Routinely participate in the development of new processes or refinement on existing processes, including creating and updating documentation.
• Provide simple administrative support to the Advancement Services team and the AVP of Advancement Services (meeting scheduling, note taking, correspondence).
• Perform other duties as assigned to contribute to the mission of the organization.
• Attend work in person on a regular schedule in order to overlap with colleagues, with minimal unplanned absences and honest communication about time out of the office.
• Be able to work overtime occasionally, especially at the end of the year during our busy season.
• Be comfortable working in the office 4 days per week, following all required health and safety protocols.

NOTE: We are a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will evolve and grow in accordance with LPFCH's business needs and growth plans. More specifically, the incumbent may be required to perform additional and/or different responsibilities based on the future growth plans for the Foundation.

EDUCATION & EXPERIENCE

Required:

• Four (4) years of experience in an administrative, database or bookkeeping role.
• Experience doing complex data entry with strong attention to detail.
• Ability to manage multiple projects simultaneously in a busy environment.
• Ability to exercise good judgment and handle confidential and sensitive information with the utmost discretion and in compliance with applicable Health Insurance Portability and Protection Act requirements (HIPAA).
• Experience with Microsoft Excel, Word, and Outlook. Intermediate skill with Excel required.
• Ability to work with a wide variety of people and to represent the Foundation professionally with excellent written and verbal communications skills.
• Ability to be proactive and work independently or with minimal supervision.
• Motivated to learn new skills and to seek and accept supervisors’ guidance, feedback, and coaching.
• Proven ability to be resilient and adaptable in the face of changing processes and priorities.
• A positive outlook and a passion for continued learning and growth.
• Demonstrated analytical ability and sound judgement including experience troubleshooting and resolving common issues.

Preferred:

• Experience working in a non-profit and college-level courses in written English, business and database management strongly preferred.
• Experience with The Raiser’s Edge (fundraising database) is preferred.
• Experience creating and maintaining written documentation for recurring processes.
• Proactive approach to identifying, diagnosing, and resolving issues through using existing documentation and tools and knowing when to escalate to other team members.

SKILLS

Competencies the Gift and Data Processing Specialist must possess:

Accuracy: You accurately identify and sort diverse types of incoming gifts and enter them into our database, The Raiser’s Edge, with minimal to no input errors. If an error occurs, you learn from the error to determine why it occurred and how to prevent it from happening again. You make accurate updates to the database, and diagnose and resolve common gift entry, mail merge, database, and simple technical issues.

Communication: You communicate clearly in writing (email) or on the phone. You build strong relationships with our colleagues and donors through your courteous, prompt, thorough and accurate communication. You regularly check in with colleagues to ensure that work is completed fully and on time, that all questions are answered, and that difficult cases are escalated for additional help.

Efficiency: You have the focused attention to complete a series of tasks quickly. You complete tasks in a reasonable time period with high accuracy, balancing the need for speed with the requirement for highly accurate work. You demonstrate sound judgement about use of time and which issues to resolve or bring to your supervisor.

Teamwork: You collaborate with teammates to make sure that tasks are completed. You communicate regularly with frequent check-ins to ask and answer questions, to share work, and to report on progress. You work with team members to solve problems and step in to support the team and the work as needed.

Innovation: You are actively engaged in bringing your best thinking and observations to process redesign, seeking efficiency and automation wherever possible. You are an enthusiastic partner in piloting innovative approaches and fine-tuning detailed procedures. You are adaptable to changing workloads and priorities throughout the annual fundraising cycle.

We know that building a diverse and inclusive workforce is key to our success and enables us to do extraordinary work for kids and their families. When you become part of our team, you’ll be joining a group of passionate and dedicated individuals who truly care about and believe in the work they do.

We provide competitive compensation and a wide range of benefits designed to meet the needs of our employees and their families. We are strong supporters of work life balance.

The Lucile Packard Foundation for Children’s Health is an equal opportunity employer. Women, minorities, veterans and persons with disabilities are encouraged to apply.