Special Information

• This position is a hybrid position which allows the incumbent to complete their work at both an NAU site, campus, or facility and at a non-centralized site with or without accommodation.

About the Department/College

NAU Advancement | Foundation engages students, alumni, parents, friends, and the broader NAU community to connect, invest, and inspire current and future Lumberjacks.

About the Position

The Data Entry Specialist position for NAU Advancement | Foundation is responsible for accurate and timely entry, maintenance, and review of donor and gift information across multiple databases and systems. This role plays a critical part in supporting the Foundation’s fundraising and stewardship efforts by ensuring the integrity, confidentiality, and reliability of donor records, as we as the precise processing and documentation of contributions.

Under general supervision, the Data Entry Specialist applies established procedures and quality control standards to maintain accuracy for reporting, compliance, and audit purposes. The position regularly collaborates with Finance, IT, and Donor Relations teams to resolve discrepancies, support reporting needs, and ensure alignment with institutional policies and industry best practices.

This position requires exceptional attention to detail, strong organizational and time management skills, and the ability to manage high-volume, deadline-driven work while maintaining a high level of accuracy and discretion with sensitive information.

This position reports directly to the Manager of Advancement in Data Entry.

Responsibilities Include

70% - Gift Processing and Data Entry

• Process charitable contributions and revenue transactions received via check, credit card, and cash by entering them into the NAU Foundation’s databases, including Ellucian CRM Advance, Microsoft Access, and KwikTag.
• Records donor pledges in Ellucian CRM Advance, Microsoft Access, and KwikTag.
• Process credit card donations/gifts and revenue transactions through the payment processing platform Authorize.NET.
• Download and process daily credit card transactions from Authorize.NET, organize the data, and create or complete sessions in CRM Advance for processing.
• Process employer matching gift claims and contributions.
• Manage the NAU employee payroll deduction cycle.
• Assist with data corrections, updates, and entity record maintenance to support data quality and integrity.
• Accurately enter and maintains donor biographical information in CRM Advance.
• Link new or existing donor data to constituent records in CRM Advance using the Link Users interface.
• Assist with data entry clean-up projects.
• Assist with testing new applications and software.
• Update entity records in CRM Advance using HR generated reports such as the New Hire Report and Term Report.
• Print and mail tax receipts to donors daily.

15% - Reconciliation

• Prepare proof and supporting documentation for each gift and revenue session and upload all documents to the NAU Foundation’s indexing database KwikTag for audit and reporting purposes.
• Reconcile daily deposits of all check, credit card, and cash transactions to ensure accurate reporting to Finance.

10% - Communication

• Provide prompt and accurate communications and/or responses to questions regarding gift processing and data entry related inquiries from members of the division, alumni, donors, and other colleges and departments across NAU.
• Compose clear and accurate responses to correspondence independently, interpreting and explaining established policies and procedures when addressing inquiries from a variety of sources.

5% - Other

• Other duties as assigned.

Minimum Qualifications

• Requires a high school degree.

*A combination of related education, experience, and training may be used as an equivalent to the above Minimum Qualifications.

Preferred Qualifications

• Associate’s or bachelor’s degree.
• One to two years of experience with data entry, CRM or database systems, or administrative support.
• Experience working in a higher education or non-profit environment.
• Experience in accurate, highly detailed, and sometimes repetitive work.
• Experience and/or knowledge of accounting practices.
• Some experience with data entry, database systems, or administrative support.

Knowledge, Skills, & Abilities

Knowledge

• Knowledge of standard office policies and procedures and how to handle confidential information with discretion.

Skills

• Records maintenance.
• Develops and maintains good working relationships.
• Database records maintenance, strong customer service skills, problem solving and analytical skills, ability to work independently or collaboratively on a team, proficiency in Microsoft Office Suite (Excel, Word).

Abilities

• Problem solving and organizational capabilities.
• Communicates effectively.
• Balances competing priorities.
• Effective communication (both written and verbal).
• Understanding the importance of data accuracy and attention to detail and being able to implement both.
• Good time management and organizational skills.
• Approaches change and new situations as positive opportunities for learning and growth.

Compensation

Salary range begins at $38,628 to $48,285. Annual salary commensurate with candidate's qualifications and related experience.

Pre-Employment Check

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Also, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements.

Notice of Availability of the Annual Fire and Security Report

Each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Immigration Support/Sponsorship

Northern Arizona University will not provide any U.S. immigration support or sponsorship for this position.

Submit your Application

To apply for this position, please click on the "Apply" button on this page. You must submit your application by midnight of the application deadline.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.