Feb 23, 2022

Temporary Data Entry Coordinator

  • Harvey Mudd College
  • Claremont, CA, USA
Full-Time Finance Other

Job Description



The Data Entry Coordinator (Coordinator) is a member of the Harvey Mudd College Office of College Advancement (OCA). This position performs a range of responsibilities within OCA including gift processing and data entry related operation. Responsibilities include daily gift and pledge entry and validation, preparing donor receipts, biographic data entry and on?going data cleanup. This position requires attention to detail, a technical aptitude and a proclivity toward working with data. While this position reports to the Associate Director of Advancement Services, the Coordinator also works directly with the Assistant Director of Advancement Services and  Advancement Services Coordinators, the Research and Prospect Management team, the Business Affairs Office, and The Claremont Colleges Services (TCCS) Financial Services department. The Coordinator may also participate in a broad range of administrative support functions.

About Harvey Mudd College:

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”


  • On a daily basis, process all gifts and pledges. Generate gift receipts for donors and daily/weekly gift reports for OCA staff.
  • Coordinate as needed with the Business Affairs Office and TCCS Financial Services to help facilitate securities and electronic fund transfer (EFT) gifts to the College.
  • Create and submit accurate financial journals in Workday to move funds as needed.
  • Under the guidance of the Associate Director of Advancement Services, assist in responding to gift and constituent data requests and provide gift documentation as needed
  • Maintain demographic data on College constituents, including interpreting and fulfilling biographic data entry requests from various sources while ensuring data integrity.
  • Identify, inform supervisor and assist in the resolution of data or operations inconsistencies.
  • Maintain scanning and filing of gift and constituent related documentation.
  • Ensure that work station keeps confidential information secure.
  • Provide back?up support throughout department as needed. Perform other duties as assigned and participate in OCA events as a representative of the College as needed.

Knowledge, Skills and Abilities 

  • Ability to work independently, exercise good judgement and make accurate independent decisions regarding appropriate recording and retrieval of data.
  • Ability to multi?task and consistently handle a myriad of gift, pledge and other data processing situations, following department protocols.
  • Possess excellent organizational skills and the ability to track infrequent tasks and problem solve.
  • Ability to handle frequent interruptions, meet deadlines and prioritize multiple projects.
  • Possess a positive attitude and strong work ethic.
  • Possess strong interpersonal, written and verbal communications skills.


Education and Experience:


  • Minimum of two years of college or accounting course work or equivalent work experience.
  • 1?2 years of data entry experience working in a fast?paced environment, preferably in a nonprofit development office.
  • Strong administrative and technical skills, including a proficiency with Microsoft Office.


  • Bachelor’s degree with gift processing, fund or business accounting experience.
  • Three or more years of experience in gift processing and/or in a fundraising environment.
  • Experience with Blackbaud Raiser’s Edge NXT.
  • Experience working in higher education or in a non-profit office environment.
  • Knowledge of business mathematics and bookkeeping procedures.


  1. Hours: The regular hours of this position are 8:00 a.m. to 5:00 p.m. (with a one hour unpaid meal period). Hours may vary due to the needs of the College or department and staff member may need to work an occasional weekend or evening due to department needs/events.
  2. Classification and Status: This is a full?time, temporary, benefits?eligible, nonexempt position.
  3. Reports to: Associate Director of Advancement Services. Absent an Associate Director of Advancement Services, the Coordinator reports to the Director/Senior Director of Advancement Services and Operations


Application Procedures: Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.

Deadline to apply:

Position will remain open until filled.

All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, including the COVID-19 vaccine booster and provide proof of vaccination and booster, unless an exemption from this policy has been granted as an accommodation or otherwise.

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.



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