Advancement Operations Database Administrator-Lead for Gifts & Data Operations

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION

Pacific University’s Advancement Division is building a model fundraising and engagement infrastructure, one that will meet the growing needs of the University and support the University’s strategic plan.  

As a division, our purpose is to create an unrivaled engagement and donor experience to secure philanthropic resources that advance the University for generations to come.  As a member of the Advancement Operations team, the Database Administrator helps to fulfill our purpose by fostering a highly effective team environment for production operations in the flow of information and gifts to the University. 

The Database Administrator (Lead for Gifts & Data Operations) is a member of the Advancement Operations team and works closely with Advancement colleagues to manage database functions that help drive fundraising and engagement for Pacific University. This position is responsible for all tasks associated with the creation and maintenance of gift and pledge records, ensuring that all gift processing, receipting, and financial recording conform to standards established by Advancement Operations, as well as IRS, state, and federal regulations. Additionally, this role executes routine batch data imports and appends (including wealth screening, event, and external platform data), performs database reconciliations, and maintains scholarship recipient data to ensure accurate financial and operational alignment across systems.

ESSENTIAL FUNCTIONS

• Processes diverse gifts and pledges from various constituents, ensuring compliance with University and IRS regulations. Generates timely gift receipts, pledge reminders, donor tributes and acknowledgments. Processes gift reversals and modifications accurately.
• Manages the matching gift program, including recording pledges, tracking applications, and auditing outstanding claims.
• Executes routine batch data imports, data appends, and routine integration uploads from ancillary software and external services (fundraising, wealth screening, email, event, and other platforms) using established mapping protocols. 
• Performs routine database integrity checks and audits on gift and transaction records to ensure accurate coding and data alignment with primary database standards.
• Updates and maintains key corporate contact details and stewardship contact assignments to ensure accurate constituent relationship mapping.
• Performs routine reconciliations of program data and reports against primary database reports.  Manages scholarship recipient data. Extracts reports monthly from the university’s scholarship platform, imports new recipients, and manually updates existing recipients. 
• Tracks and maintains constituent volunteer activity in the database, ensuring accurate records for informational reporting, engagement metrics and annual IRS Form 990 compliance.

SECONDARY FUNCTIONS

• Cross-trains on all aspects of Advancement Operations including gift reporting, system integration, user access and list creation and is prepared to provide coverage of all work in the absence of colleagues.
• Monitors and participates in relevant listservs, publications and professional groups to maintain a strong knowledge of developments in the fields of higher education, constituent engagement, fundraising, marketing and communications, records management and advancement operations.
• Is an active participant in the university community, following all policies and procedures, keeping current on university news and events, and assisting with signature events and initiatives.

JOB SCOPE

May perform duties with no direction given, operating from established directions and instructions. Decisions are made within general university policy constraints but require independent decision-making.

SUPERVISOR RESPONSIBILITY

This position is asked to provide occasional supervision of student assistants.

REQUIRED QUALIFICATION

Three or more years of experience in system administration and/or records management using a complex primary database and related systems. 

PREFERRED QUALIFICATIONS

• An associate’s degree, or higher, in accounting, finance or business administration is strongly preferred. Life and professional experience may supplement educational experience. 
• Demonstrated experience with Blackbaud Raiser’s Edge NXT is strongly preferred.
• Demonstrated experience with financial records, ideally in the field of charitable giving, is strongly preferred.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & EXPERIENCE 

• Demonstrated ability to consider a wide range of perspectives and apply that knowledge to ethically manage and use the private information of diverse constituencies.
• Effective visual, written and verbal communication skills.
• Previous experience working as a collaborative team with immediate colleagues, and others, to expedite solutions.
• Experience with related technical and software applications, programs and tools, including databases, financial platforms, email marketing, word processing, spreadsheets, presentations and basic website upkeep. 
• Demonstrated ability to maintain confidentiality, notice details, problem solve, think critically, adapt and prioritize varying workloads, be proactive, take initiative and ensure deadlines and goals are met.
• Demonstrated ability to ask questions, gather information and make sound recommendations based on information supplied.

WORKING CONDITIONS

• The holder of this position, while expected to reside in the Portland-metro area, may choose to work a hybrid schedule. This role requires some time spent on-site, but a hybrid schedule is fully supported, with the mutual understanding that the employee will be present in-person when the need arises.
• In-person work will take place on any of Pacific University campuses and at event and meeting sites which may require travel throughout the Portland-metro area and some regional travel.
• This position requires attention to business communication tools during work hours regardless of work location.
• This position requires the ability and willingness to work evening and weekend hours.
• This position is primarily office work, but heavy lifting is sometimes required.
• The holder of this position must be able to remain stationary for long periods and to type using fingers or adaptive technologies.
• This position requires the close vision ability to read print and digital files.

APPLICATION PROCESS

To apply, please upload your resume, cover letter and three professional references along with your Paycom application.  Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS

We offer a comprehensive benefits package for qualifying employees. Current benefits include:

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services.

ACCOMMODATIONS & INCLUSION

We welcome and encourage applications from neurodivergent individuals and people with disabilities. If you need any accommodations or support at any stage of the application or interview process such as receiving interview questions in advance, alternative assessment formats, or extra time please let us know by emailing Catheryn Coupland [email protected] We are committed to providing an accessible process that allows you to demonstrate your strengths.

EQUAL OPPORTUNITY EMPLOYMENT

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.

NOTICE OF NONDISCRIMINATION POLICY

Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at [email protected].