Santa Clara University is a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offering its 9,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees.

Ranked among the top 15 percent of universities nationwide by U.S. News and World Report, Santa Clara University is California’s oldest operating institution of higher education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.

University Relations builds Santa Clara University’s excellence and character by strengthening relations with alumni, parents, and friends of the University, raising public awareness, and increasing private philanthropy.

A.   POSITION PURPOSE

The Development Service Associate is a member of the Advancement Services team within University Relations and reports to the Senior Director, Gift and Data Services. This position performs a variety of complex duties associated with a highly confidential gift processing function.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

The Development Service Associate is responsible for gift entry and researching, entering and maintaining data in the Blackbaud CRM database. In addition, this position is responsible for creating new biographical entities for donors, prospects and corporations as needed, researching, and maintaining all levels of biographical information. This position requires an individual who is highly detail oriented who can learn and comprehend a complex database with highly detailed policies and procedures.

1. Demographic maintenance

• Process Alumni Directory requests through Blackbaud Internet Solutions (BBIS).

• Research and make changes to address information using web search engines, e.g. Alumni Finder, Hoovers, and Google.

• Update all events using the BBIS software, e.g., Alumni Chapter events, Law Alumni, Athletics, and Business.

• Maintain SCU board and committee affiliations.

• Process National Change of Address updates.

• Manage returned mail updates.

• Create new constituent records.

• Decease constituents, using search tools available to obtain obituaries or other proof of death.

• Link relationships; e.g., spouse, child, employment.

• Update education records.

2. Gift Entry

• Process gifts and event registrations in batch as needed. This includes the receipt, logging and processing of cash, checks and credit card transactions.

• Process pledges and recurring gifts.

• Process receipts, pledge reminders and tributes through the database system.

• Learn other gift entry responsibilities as needed.

3. Special Projects

• Support creation of records for incoming SCU students and parents.

• Process other demographic project requests from internal and external sources.

4. Other duties as assigned.

• Prepare, process and reconcile payment requests and reimbursements according to University policies and procedures.

• Schedule and coordinate meetings, events, appointments and conference calls as needed, including, necessary travel arrangements, itineraries and meeting materials.

C. PROVIDES WORK DIRECTION

• Help train and supervise student workers in basic demographic updates.

D. GENERAL GUIDELINES

• Recommends initiatives and implements changes to improve quality and services.

• Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.

• Maintains contact with customers and solicits feedback for improved services.

• Maximizes productivity through use of appropriate tools; planned training and performance initiatives.

• Researches and develops resources that create timely and efficient workflow. 

• Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1. Knowledge

• Knowledge of fundraising or similar relational database.

• Strong working knowledge and understanding of fundraising and donor relations concepts, principles, procedures and techniques preferred.

• Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.

• Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.

2. Skills

• Exceptional verbal, written, and research skills.

• Excellent computer skills; proficiency in using word processing, Excel spreadsheets, database and web resources. Experience with CRM database and Blackbaud Internet Solutions, or experience with other relational databases is preferred.

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners and donors.

3. Abilities

• Demonstrated ability to establish credibility with broad and diverse constituencies based upon integrity, critical thinking, outstanding operational performance, customer service orientation and excellent interpersonal skills.

• Demonstrated sound judgment in situations requiring independent decision-making.

• Proven ability to handle confidential information with discretion.

• Expert planning, coordination and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.

• Ability to work within given time constraints.

• Ability to work independently and collaboratively within a team.

• Flexibility in changes to work assignments.

• Ability to focus on a repetitive task for long periods of time.

• Ability to interpret and analyze data to make informed decisions.

4. Education

• Bachelor’s Degree preferred or equivalent combination of education/training and experience.

5. Years of Experience

• Minimum 3 years or relevant experience in administrative support role required.

• 2 to 5 years of experience with Microsoft Office applications.

• 1 to 4 years of experience with relational databases.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

G. WORK ENVIRONMENT
  The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

• Mostly indoor office environment with windows.

• Offices with equipment noise.

• Offices with frequent interruptions.

COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

EEO Statement

​Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, azisser@scu.edu , www.scu.edu/title-ix. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.