Title

Reports to

Gifts and Records Specialist

Associate Director of Data Strategies and Operations

Position Summary:

In support of the Associate Director of Data Strategies and Operations, the Gifts and Records Specialist maintains data integrity, efficiency and security for NYBG’s Institutional Advancement, Membership, and Visitor Services departments. 

Responsibilities include the timely and accurate entry and maintenance of gift, membership and constituent data in NYBG’s Raiser’s Edge NXT database. The Gifts and Records Specialist supports the Associate Director of Data Strategies and Operations in the entry, posting and reconciliation of approximately $40M -$50M in gift and membership revenue annually.

In addition, this role is instrumental in the testing and implementation of new or upgraded database technologies, with emphasis on platforms that integrate with NYBG’s finance, visitation, marketing and fundraising resources.

Specific Duties & Responsibilities:

• Administers database security and access for all users of the Raiser’s Edge NXT database
• Manages with support, the implementation and integration of new or upgraded database technologies
• Gathers and maintains gift and membership documentation, organized by batch, to facilitate monthly and annual financial closings and reconciliations
• Ensures accuracy and integrity of constituent data, including the entry and maintenance of individual and institutional database records
• Monitors and controls the timely execution of gift and data adjustments in NYBG’s fundraising and finance databases
• Oversees and performs processing of gifts, grant, pledge, and contract revenue, including the troubleshooting of issues involving financial transactions
• Reviews daily and weekly gift logs to ensure accuracy and completeness of revenue coding and classification.
• Coordinates the preparation and presentation of materials associated with NYBG’s annual audited financial statements and other regulatory documents
• Provides training on new and existing policies and procedures to data processing staff
• Ensure divisional compliance and control standards in accordance with PCI/DSS and IRS regulations
• Completes or coordinates various data maintenance projects as assigned
• Additional responsibilities as required

Qualifications:

• College Degree or equivalent combination of education or experience preferred
• Good communication and organizational skills and excellent attention to detail
• Proficiency in using Microsoft Excel required; advanced Excel skills preferred
• Experience in data processing required; experience in data processing in a fundraising or nonprofit sector preferred
• Experience with Raiser’s Edge NXT or other fundraising software preferred

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required to, at minimum, sit and work under low, moderate or loud work conditions.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Monday-Friday 9am-5pm