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Advancement Services Associate
Job Number: 2021-39084
Category: Advancement
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: UMass Med School
Department: School - Adv-Advancement Services - W400141
Job Type: Full-Time
Salary Grade: 16
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: Dec. 15, 2021


Reporting to the Manager of Gift Processing and Data Analysis, the Advancement Services Associate will contribute directly to the development of the relationship with the donor by ensuring prompt and accurate processing of gifts and gift receipts.  The incumbent is tasked with managing sensitive fiscal, biographical, and demographic data for all constituents and prospects and maintaining this information through gift entry, research, data entry, and data reporting.  As a member of the Advancement team, the Associate will work independently to manage the workload according to priority and make a positive contribution to the team.


  • Process donations and pledges to UMMS according to Advancement department policies and procedures with 100% accuracy. Verify all pertinent information in the gift documentation, researching missing information and making necessary record changes in the database
  • Provide donor information to appropriate Advancement staff
  • Process complex transactions such as stock transactions, security transfers, matching gift transactions, in-kind gifts, and payroll deductions
  • Process daily credit card transactions
  • Check for online transactions made through multiple online giving sources, processing gift entry and/or bulk uploads into the Advancement database
  • Process gift modifications and updates
  • Process bio change requests
  • Prepare pledge reminder letters, statements and apply appropriate mail codes.
  • Prepare calendar year end letters for online and payroll deduction pledges
  • Stay abreast of updates to Advancement database and perform testing to ensure data integrity after upgrades
  • Work with UMMS Bursar to resolve any discrepancies on cash deposits
  • Communicate with matching gift coordinators at matching gift companies as needed
  • Answer gift processing landline fielding inquiries and providing donors and staff positive customer service experience
  • Maintain donor confidentiality
  • Assist at Office of Advancement events as required
  • Perform other duties as required.


  • Bachelor’s degree or equivalent experience in related field
  • 2 years of data entry experience in office environment
  • Extremely computer literate – Microsoft Office, Outlook, Excel, and Word
  • Strong customer service-oriented approach
  • Excellent organizational and time management skills
  • Ability to manage multiple, fluctuating priorities from various sources enhanced by problem solving capabilities
  • Demonstrated strategic thinking and initiative – self-starter and self-directed
  • Strong verbal and written communication skills
  • Ability to establish and maintain strong working relationships with staff, volunteers and donors
  • Ability to analyze, interpret, and manage data
  • Absolute accuracy and attention to detail
  • Ability to work nights and weekends as necessary


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Published May 10, 2021

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