Human Resources

Title: Development Gift Assistant
Classification: C4
Department: University Development

Job Summary:
Responsible for the planning, coordination, executing, and daily management of activities in the areas of gift and pledge entry and management; financial reconciliation and reporting; information reporting and analysis and program support; and biographical data and maintenance.

Primary Duties & Global Responsibilities:


(Must be able to perform these duties; usually consist of more than 5% of your job.)


Responsible for Gift/Pledge Entry and Management includes but not limited to:

¿ Processing all gifts and pledges (cash, checks, securities, gifts-in-kind, credit cards, bank drafts, matching gifts, payroll deductions from alumni, friends, corporations and foundations, and other constituents of the university based on current policies and procedures.

¿ Proper recording and receipting.

¿ Accurately determines appropriate gift designation, category and account for correct gift/pledge reporting.

¿ Pledge management including reminders and special collections.

¿ IRS hard and soft credit standards.

¿ Donor giving standards and levels.

¿ Quality control and accountability according to University accounting and FASB standards.

¿ Supervise process of all correspondence with giving data; thank you letters and receipts; solicitation letters; checks accuracy and timeliness of turnaround time.

¿ Responsible for management, organization, and security of donor files.

¿ Liaison with donors, internal, and all other constituents for questions about giving records, policies and procedures. Resolves issues independently within parameters and/or communicates with Director/VP.

¿ Assist in defining and documenting policy and procedures for gift recording and reporting.

¿ Participate in appropriate internal and inter-departmental committees.


Responsible for Financial Reconciliation and Reporting includes but not limited to:

¿ Create and reconcile various cash and pledge reports with Accounting and Finance.

¿ Prepare for and respond to Audit requests.

¿ Gift and endowment account management.

¿ FASB pledge reporting.

¿ Liaison with Business and Accounting Office.



Information Reporting and Analysis includes but not limited to:

¿ Prepare and insure accuracy of data for all giving reports.

¿ Responsible for business needs and database analysis for all end users and programs including but not limited to university executive and senior management; all development division program directors (including annual giving; campaigns; corporations and foundations; alumni and planned giving) and other constituents.

¿ Collaborate with IT staff in design and use of database and reports.

¿ Produces data for major external and financial reports (i.e., VSE)


Biographical Data Maintenance includes but not limited to:

¿ Responsible for data content and standards.

¿ Insures quality control of all data entry.

¿ Develops procedures for regularly enhancing and cleaning data.

¿ Data change management.

¿ Constituent relationship support for stewardship and donor recognition: i.e. maintains accurate names for recognition and publication purposes.


General Support includes but not limited to:

¿ Coordinate and oversee work of gift and pledge processing secretary; data entry secretary and office secretary.

¿ Train fellow staff; act as backup for ill/absent staff.

¿ Act as administrative assistant when needed.

¿ Participate in annual planning and budgeting process

¿ Other clerical duties as assigned.

Minimum Required Qualifications:

High School graduate.

Minimum of four years of related experience and/or relevant training.


Demonstrated experience to successfully work under pressure and meet deadlines.


Demonstrated experience to interact and communicate in various ways with a wide range of constituents with diplomacy, tact yet informative manner, and a high quality service attitude.


Demonstrated experience to successfully operate office equipment.


Demonstrated experience to successfully maintain satisfactory work performance and attendance records.


Demonstrated experience in exercising discretion and judgment in maintaining the security of confidential and sensitive information and materials.


Possess strong verbal and written communication skills.


Type 50 wpm accurately; spelling competency.


Excellent grammar and proofreading skills.


Demonstrated experience to successfully use a variety of computer software applications.


Demonstrated ability to work in a complex organization and interpret, analyze and apply policy and regulations and make recommendation for policy and regulation modifications for more effective and efficient functions and systems.


Possess aptitude for numbers and ability to compile and compute statistical data and maintain record keeping system.

Desired Qualifications: (Preferred in addition to required qualifications.)


Some college course work.


Higher education experience.


Gift processing experience.


Knowledge of IRS policies and regulations of regarding establishment; utilization and fund accounting of private support.


Knowledge of CASE standards of management reporting of private support for institutions of higher education.


Knowledge of Millennium software.


Supervisory experience.

Revised Date: February 2006 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.