What are the responsibilities and job description for the Gift and Records Specialist position at Colonial Williamsburg Foundation?
Who We Are
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.
Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D Rockefeller Jr Library.
About The Position
The Gift and Records Specialist role is primarily responsible for the recording and processing of contributions made to CW. Ensures all gifts are promptly and accurately entered with the correct coding for receipt and appropriate fulfillment. With a keen eye for detail and accuracy, the Gift and Records Specialist proofs gifts and related documentation , performing needed updates to gifts and records before committing to the donor database. Additional responsibilities include continuous process improvement regarding donor record maintenance; accurate gift entry that meets all gift recording standards, requirements, and applicable laws; exceptional donor frontline service via the inbound donor contact line; assist with management of donor email inboxes.
Responsibilities include but are not limited to:
Required Education and Experience:
Minimum of two years’ experience in records management or data/gift entry.
Preferred Qualifications:
Associate or bachelor’s degree in any discipline. 3-4 years experience working in nonprofit or higher education gift or records management.
Key Skills / Competencies:
Stand: Rarely
Walk: Rarely
Sit: Constantly
Use hands/fingers: Constantly
Climb or balance: Rarely
Stoop/kneel/crouch/crawl: Rarely
Reach with hands/arms: Rarely
Talk or hear: Occasionally
Lifting up to 10 lbs: Rarely
Lifting up to 25 lbs: Rarely
Lifting up to 50 lbs (with assistance): Rarely
Lifting up to 100 lbs (with assistance): Rarely
More than 100 lbs (with assistance): Rarely
Wet/humid conditions: Rarely
Work near moving mechanical parts: Rarely
Fumes/airborne particles: Rarely
Extreme cold: Rarely
Extreme heat: Rarely
Typical Work Schedule:
M-F, 8:30am-5:00pm
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.
Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D Rockefeller Jr Library.
About The Position
The Gift and Records Specialist role is primarily responsible for the recording and processing of contributions made to CW. Ensures all gifts are promptly and accurately entered with the correct coding for receipt and appropriate fulfillment. With a keen eye for detail and accuracy, the Gift and Records Specialist proofs gifts and related documentation , performing needed updates to gifts and records before committing to the donor database. Additional responsibilities include continuous process improvement regarding donor record maintenance; accurate gift entry that meets all gift recording standards, requirements, and applicable laws; exceptional donor frontline service via the inbound donor contact line; assist with management of donor email inboxes.
Responsibilities include but are not limited to:
- Ensure timely and accurate entry of gift information from direct source and/or via import from external gift processing center.
- Analyze gift documentation for appropriate appeal and fund entry.
- Following gift entry guidelines (CASE and IRS rules), ensure gifts are recorded accurately and meet gift accounting requirements.
- Prepare and submit daily check deposit
- Process daily wire/ACH gifts with accuracy.
- Verify donor biographical information for accuracy; correct and/or update donor records using standardized processes as defined by group manager.
- Evaluate data integrity processes and recommend manual or automated solutions continuously.
- Provide excellent donor communication and experience through the donor phone line and designated donor email inboxes.
- Serve as backup for specialized gift entry functions which include matching gift program, stock, 3rd party, and restricted gifts.
Required Education and Experience:
Minimum of two years’ experience in records management or data/gift entry.
Preferred Qualifications:
Associate or bachelor’s degree in any discipline. 3-4 years experience working in nonprofit or higher education gift or records management.
Key Skills / Competencies:
- Ability to work independently and meet or exceed target entry goals.
- High proficiency working with technology and ability to translate raw data from reporting tools to action tasks.
- Ability to work with high volumes of data.
- Excellent organizational skills with meticulous attention to detail.
- Demonstrated ability to interact in an informative and engaging manner with donors and peers.
- Proficiency with automated reporting, donor databases, and Microsoft Office Suite.
Stand: Rarely
Walk: Rarely
Sit: Constantly
Use hands/fingers: Constantly
Climb or balance: Rarely
Stoop/kneel/crouch/crawl: Rarely
Reach with hands/arms: Rarely
Talk or hear: Occasionally
Lifting up to 10 lbs: Rarely
Lifting up to 25 lbs: Rarely
Lifting up to 50 lbs (with assistance): Rarely
Lifting up to 100 lbs (with assistance): Rarely
More than 100 lbs (with assistance): Rarely
Wet/humid conditions: Rarely
Work near moving mechanical parts: Rarely
Fumes/airborne particles: Rarely
Extreme cold: Rarely
Extreme heat: Rarely
Typical Work Schedule:
M-F, 8:30am-5:00pm